Program Assistant

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. 

The 25 Executive Directors of the WBG Board, assisted by their Alternates, Senior Advisors, Advisors and Administrative staff represent the interests of the 189-member countries who nominated or elected them. They also ensure the oversight of the general operations of the Bank Group and the group’s results on the ground. The institutions under their purview are: The International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world’s largest sources of funding and knowledge for developing countries. The Board, working closely with Management, approves several policies, financial commitments and knowledge products that ensure the best global expertise and help generate cutting-edge results for its clients in developing countries.

Responsibility:

Under the guidance of the Senior Program Assistant, the Program Assistant will provide the full range of office/administrative support to the Executive Director’s office including, but not limited to the following:

• Working with a high level of discretion and diplomacy in setting and managing priorities and workflow in an efficient and organized manner for the Alternate Executive Director, Senior Advisors, and Advisors.
• Preparing, processing, and handling various information and data of sensitive and confidential nature.
• Scheduling appointments and providing support with mission travel (e.g., visas, travel memos, transportation & accommodation reservations, statements of expenses), independently resolving scheduling conflicts, screening and prioritizing incoming correspondence and monitoring activities to ensure appropriate follow-up.
• Independently responding, in a timely and highly professional manner, to extensive and diverse external/internal inquiries and general requests by drafting and formatting – both in English and Spanish – standard and routine correspondence, and making decisions when multiple courses of action are possible.
• Ensuring that relevant background materials are available for meetings, deadlines are met, and documents are of high quality and adhere to administrative and operational guidelines.
• Independently assessing tasks, inquiries and requests, determining and finding additional information that may be required.
• Maintaining and updating contact lists.
• Prioritizing and channeling telephone calls and mail; monitoring and following-up on issues and priorities; and ensuring that appropriate consultations take place.
• Monitoring multiple and diverse work processes and activities, working as a team with the Senior Program Assistant to ensure smooth operation of ongoing office administrative functions and the timely delivery of products.
• Assisting with the administrative arrangements on appointment/relocation of office staff.
• Maintaining an effective database network of contacts inside and outside the Bank, assuring continuity during periodic staff transitions.
• Performing ad hoc duties as may be assigned, including back-up to the Senior Program Assistant, as required.
• Assisting with organizing official events and seminars, especially during the World Bank/IMF Annual and Spring Meetings, as required.
• Accompanying the office team to the Annual Meetings when held in member countries (once in three years).
• Providing administrative and logistical support to the ED’s office and delegations from constituency countries.
• Handling and providing support with office management tasks (e.g., placing services requests in the system, ensuring proper set-up of meeting rooms; placing office supplies and catering requests)

Selection Criteria:

Minimum Education/Experience:

• Must have a high school diploma and minimum of 7 years of relevant experience; or equivalent combination of education and experience; undergraduate college degree preferred.
• Excellent office support and organizational skills, including being proactive and demonstrated ability to prioritize and deliver assignments in a timely manner, often under time pressure.
• Excellent command of written and spoken English and Spanish, including ability to independently draft a variety of formal and informal correspondence; to proofread/edit materials using proper grammar, punctuations and proper style.
• Familiarity with the constituency countries is desirable.
• Superior interpersonal and diplomacy skills including demonstrated ability to work in a team-oriented and multi-cultural environment.
• Demonstrated ability to handle sensitive and confidential information with discretion while conducting work.
• Ability to deal tactfully and diplomatically with high-level government officials.
• Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.
• Proactive attitude, self-starter, outstanding leadership skills with ability to work with staff at all levels (inside and outside the World Bank Group).
• Good knowledge and understanding of administrative/operational procedures applicable to the World Bank Group is desirable.
• Advanced working skills in multiple computer software applications (e.g., Microsoft Office, Outlook, Webex, Teams, SAP/Admin Portal) and able to coach less experienced staff on relevant technology and systems.
• Willingness and flexibility to work overtime, including weekends, if required.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27609&site=1