Program Assistant Executive Assistant

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2023, IFC committed a record US$43.7 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises.

The South Asia Department is recruiting a Program Assistant to be based at its Mumbai office.

Responsibilities :                                                                                                                  

Responsibilities include and not limited to:

• Providing high-quality support to staff at senior grades, including scheduling appointments, monitoring documents for signature/approval; filing; monitoring and following up on tasks; handling incoming correspondence and internal and external queries; and drafting and sending routine correspondence
• Updating and monitoring the Industry Pipeline and project timeline ensuring all data on internal IFC systems is accurate and up to date
• Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style
• Use word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to Bank’s standard formats and distribution, making full use of shared drives and software capabilities
• Assist the team, as requested, in managing IFC internal processes on proprietary systems, for which training shall be provided
• Assist in preparation and logistical planning for various events e.g., conferences, workshops, negotiations, etc
• Track assigned budgets, tasks/projects, steps/timetables, and summarizes information on project-related matters
• Maintain current distribution & contact lists, as well as paper and electronic unit files
• Provide logistical support to staff for travel and local transportation for official purposes
• Coordination of in-person and virtual meetings, including participation, materials, and agendas
• Work as a backup to other ACS in the office as and when required

Selection Criteria:

• Bachelor’s degree with a minimum of five years of relevant experience or equivalent combination of education and experience
• High degree of motivation, initiative, flexibility, reliability, and managing concurrent tasks simultaneously
• Adaptive learner, initiative-taking, and self-starter. He/ She should be able to work independently after onboarding
• Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people
• Dedicated team player with excellent organizational skills, ability to prioritize assignments, and willingness to learn about the team’s work, to be able to take on additional responsibility
• Ability to adapt to changing business needs and produce high-quality work under pressure
• Excellent organizational, administrative, and time management skills with proven ability to work quickly and efficiently under pressure
• Ability to manage multiple tasks with critical deadlines and undertake diverse and complex assignments under minimum supervision
• Willingness to learn Bank’s procedures, especially, operational procedures and follow-up processes
• Excellent communication skills in English, both written and verbal. Fluency at the business level in one major Indian language is preferred
• Proficiency in the use of basic computer software (Word, Outlook, Excel, and PowerPoint); ability to use the Internet to research and retrieve data and information. Exhibits exceptional knowledge of Microsoft Office applications and proficiency in technology or/ and systems relevant to functional area

Source:  https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27145&site=1