Senior Program Assistant, Human Resources

Are you a very passionate advocate for education? Do you want to make a difference in the lives of children? The Global Partnership for Education Secretariat (GPE) would like to hear from you.

Who We Are 

• GPE is a shared commitment to end the world’s learning crisis. It is the only global partnership and fund dedicated entirely to helping children in lower-income countries get a quality education, so they can unlock their potential and contribute to building a better world.
• We bring together governments, teachers, civil society, donors, United Nations agencies, development banks, businesses and private foundations to transform education systems so that
• every girl and boy can have hope, opportunity and agency.

What We Do 

• GPE helps low- and lower-middle-income countries to build stronger education systems so that all children can get the education they need to thrive. We currently support nearly 90 countries where
• the needs are greatest and focus on reaching the children who are the most vulnerable, including girls, children with disabilities and those affected by extreme poverty or conflict.
• Our unique approach works. Since 2002, 160 million more children in GPE partner countries have set foot in classrooms for the first time, more than half of them girls. GPE is also the largest provider of education grants in the global COVID-19 response, providing partner countries with vital resources to ensure that learning can safely continue.

How We Work 

Now, GPE is working to help governments transform their education systems to get the most vulnerable children in school, improve teaching and learning, and build equitable, inclusive and resilient education systems fit for the 21st century. Between 2020-2025, GPE will support transformative change in up to 90 countries and territories, which are home to 1 billion children.

• Transforming education is about creating lasting changes and achieving impact at scale. GPE sets
• out to deliver this transformative change by convening partners, mobilizing funds and catalyzing
• reforms to help partner countries accelerate access, learning outcomes and gender equality.

Raise Your Hand 

• In July 2021, the Global Education Summit put GPE firmly on the path to be fully-funded by 2025, by raising a record US $4 billion from donors for GPE’s Raise Your Hand campaign. At the Summit, Heads of State and Government from partner countries made historic commitments to education financing and GPE also mobilized an unprecedented number of pledges from businesses, private foundations and development banks.
• A fully funded GPE would support transformed education systems in up to 90 countries and territories, enable up to 175 million children to learn and help get 88 million more girls and boys in school by 2025. In the longer term, this investment could add $164 billion to economies in GPE partner countries, lift 18 million people out of poverty, and protect 2 million girls from early marriage.

Governance And Organizational Arrangements 

• The GPE Board of Directors includes ministerial-level board members and alternates representing 20 constituencies that reflect the Partnership’s breadth. The Board Chair is HE President Jakaya Kikwete and the Board Vice Chair is Dr Susan Liautaud. The Board of Directors, with its three standing committees, provides policy and strategic oversight and approves or delegates funding decisions.
• The GPE Secretariat, with 160 employees and hosted by the World Bank, is responsible for translating the policies and strategies set by the Board into practical support for partner countries, coordinating with diverse stakeholders and galvanizing global support for SDG4. The Secretariat’s headquarters are in the World Bank’s offices in Washington, D.C. and the European office is in Paris with a satellite office in Brussels.

ABOUT THE TEAM

• The Secretariat Operations team provides a wide range of support to the GPE Secretariat: human resources, staffing, workforce planning, administrative, work and budget planning, organization design and development, IT systems and knowledge management, and others.  Its mission is to help the organization operate as effectively and efficiently as possible.
• The position is in the “Secretariat Services” sub-team. The Secretariat Services team mission is to coordinate and improve the efficient management of many of the organization’s internal administrative and planning processes in the areas of human resources, procurement, facilities, risk, policy compliance, and other areas.

ABOUT THE JOB

The Secretariat Services team is seeking an experienced recruitment coordinator. 

• This selected candidate will support the Secretariat Services team in all the recruitment efforts and ad hoc HR related queries.  This position requires a deep understanding of the organization’s diverse policies, which may vary by location and office. You will provide accurate and timely responses to colleagues, ensuring compliance and clarity in policy application.
• The successful candidate will report to the Senior Operations Officer and should be comfortable working/interacting with senior stakeholders and Managers from both GPE and the World Bank. This job is located in Chennai, India.

Duties And Accountabilities

Policy Query Handling:

• Respond to policy-related queries from colleagues across various GPE offices.
• Provide clear and concise explanations of policies, ensuring a thorough understanding and proper application.
• Research and analyze World Bank policies that differ by location and office.
• Stay updated on any changes or updates in policies and communicate these effectively to the relevant stakeholders.
• Collaborate with the policy and work planning team to ensure consistent policy interpretation and application.
• Facilitate effective communication channels to provide timely and accurate policy information to all stakeholders.

Short Term Consultant/Temporary (STC/T) Management 

Oversee the management of consultants (STC/T) and related actions such as: 

• Managing requests in the Admin Portal
• Coordinating with HR Operations on interview schedule
• Managing correspondence with STC/T about the interview process
• Assisting preparation of material for the interview panel
• Timely sharing of appointment letters and discussion on daily rate negotiations, visa etc.
• Assisting with the Onboarding and Offboarding process
• Providing/sharing guidance on issues that may arise when relocation to a different country (For Consultant that may have to relocate for the assignment)
• Liaising with relevant departments (IT etc.) to solve queries (E.g. Tier Access issues) that Consultants may have
• Advising consultants on the STC payment system
• Mentoring consultants on career development opportunities and providing guidance of available resources (E.g., Open Learning Campus etc.)
• Ensuring they are aware of the designated STC/T resource manual/webpage
• Leading sessions on available insurance (General Health/ Travel) available to the consultants
• Contributing to sessions on STC/T mission travel with a focus on who to reach out to for visa application, trip requests, airline & hotel bookings and per-diem, statement of expenses etc.

Recruitment Process ETC/T and Staff & Selection Panel Aid

Managing the facilitation of recruitment cycles [which includes]:

• Administering recruitment admin
• Serving as panel assistant in helping with the creation of recruitment cycle reports, scheduling of interviews and written tests and advising panel members
• Upholding compliance to the 90-day policy to close vacant positions
• Ensuring that COMPASS is regularly updated before posting any new vacancies and that all the TORs received are accurate and follow the standards set by the Secretariat Services team/GPE Secretariat
• Answering the questions raised by the Chair and hiring team related to the recruitment process
• Preparing panel materials for internal and external applicants and sit on Recruitment panels as advisory member
• Working closely with the World Bank Group HR team and GPE’s hiring team as the facilitator of the recruitment process
• Liaising with relevant teams in other departments (IT etc.) to resolve issues ETC/T’s may face on an ongoing basis
• Sharing information with the Sr. Operations Officer regarding the rate, grade, level, local versus international recruitment of workforce for clarification on issues on a case-to-case basis.
• This position entails monitoring, tracking, and updating various reports and trackers to facilitate recruitment, contract extensions, onboarding, and consultant agreements.
• Maintaining a database and monitoring the recruitment workplan and tracker for the team to ensure that all documents are up-to-date, targets and milestones are being met in a timely manner and strategies are developed to mitigate risks.
• Regularly updating the HR Team Lead/ Senior Operations Officer on any issues that may arise.
• Performing assigned ad hoc activities as needed/required. Additionally, all tasks are subject to change based on situations/requirements.
• Ensuring effective back-up arrangements within the HR Team to plan for unexpected events (staff leaving due to personal emergencies etc.).

Serving as the first point of contact for:

• All logistical/operational and content /program related queries for recruitment
• Data/ research and all operational/HR resource support work for the Secretariat Services Team
• Creating and sharing the Monthly Recruitment Summary with the Secretariat Services Team

Contract Extension

• Supporting the HR Team Lead/Senior Operations Officer in the facilitation of contract extension /renewals  and contract exits
• Developing a dashboard to monitor the process, sending emails / reminders to relevant staff to ensure smooth execution of tasks.
• Scheduling regular meetings with the Senior Operations Officer to update her/him on the process and raise any issues that may arise.

Selection Criteria

Education

• Bachelor’s degree in a relevant field, such as Human Resources, Commerce, Business Administration, Arts, etc., or equivalent combination of education and experience.

Language

• Full proficiency in English, both oral and written.

Experience

4 years of experience, including:

• Excellent organizational (including attention to detail), administrative, and time management skills – with a proven ability to work promptly and efficiently under pressure and meet tight deadlines with a minimum of supervision, including multi-tasking and flexibility to adjust and prioritize concurrent assignments, to ensure high quality administrative support to a large team.
• Full proficiency in English, both oral and written, with proven ability to draft a variety of correspondence and edit materials independently.
• Good team player, with excellent interpersonal and communication skills and able to interact tactfully with people at all levels.
• Ability to multi-task and willingness to learn new skills.
• Thorough knowledge of all relevant computer software: Microsoft Word, Outlook, Excel, and PowerPoint.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27694&site=1