Program Assistant – The World Bank

RESPONSIBILITIES

  • Acting as liaison with the Funds/Facilities Participants, including: directing inquiries to Funds Managers; providing documents upon request; keeping contact information and e-mail distribution lists updated; and answering to general and logistical questions.
  • Coordinating FM Team’s meetings, including: preparing agenda in consultation with team members; writing up conclusions/actions items to be circulated after clearance of Team Leader; and following up on agreed actions, deadlines, and priorities. 
  • Handling legal documents; WBDocs and N drive filing/retrieving of documents; drafting correspondence; coordinating documents clearances with LEGCF; ensuring that requests for signature to Manager, ENVDR, and SDNVP follow guidelines/procedures.
  • Editing and compiling documents and presentations coming from different sources.
  • Planning Funds/Facilities meetings and Carbon Expo, including: writing logistics memos and invitations; securing meeting venues and accommodations by negotiating rates/contracts; estimating and monitoring budget; coordinating per diem distribution; acting as first point of contact for participants; liaising with country offices and partners; coordinating with RM team Purchase Orders issuance and invoices payment; supervising venues’ set up and catering services; ensuring smooth functioning of equipment; and coordinating interpretation services and materials preparation.
  • Assisting Team members for mission preparation: making travel arrangements; obtaining visas; keeping itineraries and contact information of team members while in mission.
  • Providing general administrative support to Team members: sorting incoming faxes and mail; ensuring proper functioning of photocopy machines and printers; setting up teleconference, and answering the Zero Line.
 
QUALIFICATIONS
 
  • Multi-tasking skills and attention to details are essential, as is the ability to adjust to changing demands, ensure appropriate follow-up, and work effectively with minimal supervision while maintaining commitment to results.
  • Strong written and verbal communication skills in English, and ability to draft correspondence on a range of topics and ensure quality of documents requiring Director/manager’s approval and/or signature.
  • Knowledge of technology, specifically standard Bank software packages (Lotus Notes, Excel, Word, and PowerPoint) and ability to prepare/edit complex documents including long tables and graphs at times with short notice and tight deadlines.  
  • Thorough knowledge and application of Bank Group administrative and/or operational policies and procedures, to ensure adherence to relevant guidelines and overall quality of outputs with special focus on SDN, ENV and ENVCF policies and processes.
  • Outstanding interpersonal skills and ability to work effectively with internal and external partners in a multi-cultural environment. 
  • Excellent organizational skills; demonstrated ability to prioritize and coordinate work requests in a timely manner often under time pressures.
  • Ability to provide guidance to less experienced ACS staff and temporary staff.
  • Analytical ability, practical problem-solving skills and resourcefulness in performing varied tasks in the area(s) of functional specialty.
  • Minimum Education: High School.
  • Minimum Years of Relevant Experience: 5 (internal candidates), 7 (external candidates).

Read more about the position here.


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