Senior Program Assistant, DEI

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Description

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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. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet.

IFC’s Human Resources (HR) Department provides strategic partnership to the business to develop and implement workforce strategies. The HR department includes three Centers of Expertise (COEs) — Strategy & Organizational Effectiveness, Global Talent Acquisition & Mobility, and Talent & Incentives – and two Client Services teams providing support to HQ and regions.

IFC HR Diversity, Equity & Inclusion unit is seeking a Senior Program Assistant based in Washington, D.C.

The Senior Program Assistant will report to the IFC Diversity, Equity & Inclusion (DEI) Program Manager and support the DEI Team on specific activities related to the delivery of projects for IFC’s corporate DEI strategic priorities for FY23 – gender equality, performance management culture, and inclusive leadership – and operational activities to enable effective team administration. This individual needs to be resourceful, an initiative taker, work independently, pay attention to detail, and be proactive with recommendations for how to improve processes. The Senior Program Assistant will attend DEI team meetings and meet with the DEI Program Manager on a weekly basis to ensure integration into the team and issues are managed in a timely manner.

The primary activities for this role are:

Budget Management

• Preparation of annual DEI budget
• Monthly maintenance and review of DEI budget (including meetings with DEI Program Manager and HR Budget resources)
• Identifying recharges erroneously posted to the wrong cost centers/ERGs/Programs, unclear charges, etc.
• Communicating with DEI team members to ensure all budget requests are planned for and submitted (e.g., STCs, Vendors, ERGs, projects, etc.)

Purchase Orders and Contracts Collection & Processing

• Manage vendor invitations and submissions for new vendors and those with lapsed status.
• Collect and create vendor documentation, including SOWs, TORs, and Sole Source Justifications.
• Handle STC Checklist collection, including personal and banking details.
• Process STC Contract Requests, including TOR collection.
• Manage expense reimbursements and tracking sheet updates.
• Oversee p-card ownership, management, and reconciliation for the DEI Team.

Meeting Management

• Maintain DEI Program Manager’s calendar, update various mailing lists, and manage ERG events
• Schedule DEI team members’ project and operational meetings including, but not limited to, DEI Council bi-monthly meetings, DEI Council Co-Chair prep meetings, annual offsite, meetings with VPU Advocates, Country Office Representatives 
• Schedule and maintain agenda for DEI team meetings
• Distribute meeting materials in advance of meetings as required (e.g. DEI Council meetings)

Operational Tasks

• Manage the DEI email inbox and maintain email distribution lists.
• Collaborate with external vendors and GSD to order items such as giveaways, posters, and banners, while also updating the intranet.
• Create and administer surveys to gather valuable feedback.
• Develop reports for various initiatives, including Inclusive Communications.

Selection Criteria

• Vocational training and certification with 8 years’ experience or equivalent combination of education and experience. 
• Advanced proficiency of all relevant computer software, including advanced functions of Bank standard software packages and databases (MS-Office, Word, Excel, Power Point); Outlook, SAP, WBDocs, Admin Portal, E-Services; 
• Excellent communication skills in English, both written and spoken; and high proficiency in presentation, design and revision.  Command of other official languages is an advantage;
• Proven strong interpersonal skills and ability to work collaboratively as part of a small, cohesive team, while also bridging boundaries.
• Demonstrated flexibility and capacity to handle multiple concurrent activities, prioritize effectively, and take initiative in a fast-paced environment.
• Professional demeanor and solid office support and organizational skills, with the ability to balance competing demands and maintain attention to detail.
• Strong judgment, discretion, and diplomacy in handling confidential and sensitive matters.
• High level of motivation, commitment, and reliability, with a track record of timely delivery to teams and management.
• Problem-solving skills, proactive initiative, and the ability to anticipate and seize opportunities.
• Effective collaboration with regional teams across multiple time zones.
• Proven ability to operate effectively in a multicultural environment.
• Knowledge of IFC and the World Bank Group, including its organization and procedures, with a willingness to continue learning.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29480&site=1

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