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. 

ITS Vice Presidency Context:

The Information and Technology Solutions (ITS) Vice Presidential Unit (VPU) enables the World Bank Group to achieve its mission of ending extreme poverty and boost shared prosperity on a livable planet by delivering transformative information and technologies to its staff working in over 150+ locations. For more information on ITS, see this video: https://www.youtube.com/watch?reload=9&v=VTFGffa1Y7w

Unit Context

• ITSOE partners with clients and IT network colleagues to provide transformative development solutions through the management of information and provision of IT enabled business solutions, towards a world free of poverty. The ITSOE department’s primary clients are the six Regions, nineteen Global Practices/CCSAs, OPCS, DEC, LLI, ECR and corporate units as well as indirectly the external clients, partners, and the public that use the Bank’s Operations & Knowledge systems.
• ITSCE: The Country Engagement unit provides digital support for global and country-specific products to help thousands of task teams and CMUs to better plan, track, and manage their operations and improve country engagement. It also enables geospatial capabilities through self-service tools and analytics so teams can better monitor project preparation and implementation from anywhere.

Roles and Responsibilities

• The selected candidate is expected to provide full range of executive support functions, including administrative management, as well as tasks associated with the Department’s overall work program.

The Program Assistant will be expected to:

• Provide assistance in managing calendar, organizing meetings prioritizing and resolving scheduling conflicts and competing demands, ensuring background materials for meetings are available.
• Respond and handle a wide-range of extensive and diverse inquiries, prioritizing and making decisions.
• Communicates information to appropriate staff inside and outside the immediate work unit.
• Handle administrative and logistic arrangements for conferences, workshops, retreats, etc.
• Process travel requests, Purchase Orders (PO), STC/STT contracts.
• Monitor Time Recording System (TRS) to ensure timely submission.
• Serve as office on-boarding coordinator: Coordinate on-boarding arrangements for new hires in the unit by submitting e-service requests (including office space, computer log-in accounts, IT equipment’s, updating People’s Directory, Processing ST’s Contracts, etc).
• Keep track of new hires and report on their onboarding progress
• Manage Leave and Attendance Record (LARS).
• Manage from office supplies, for office as needed as per Bank’s guidelines.
• Serve as P-card holder for program-specific related expenses (other programs expenses are covered too). Ensure proper accounting and reconciliation of P-card expenses.
• Maintain and update distribution lists.
• Provide project/program related support to teams.

Selection Criteria

• Minimum Education/Experience: High school diploma with 7 years of experience, or equivalent combination of education and experience.
• Outstanding interpersonal and communication skills, with ability to effectively interact with clients and staff at all levels.
• High degree of flexibility, and a demonstrated capacity to handle variety of multiple concurrent activities, to prioritize and balance competing demands under pressure, while maintaining attention to detail.
• Demonstrated ability to work independently, respond to, and deal effectively in diverse situations with good judgment, discretion, and diplomacy in handling confidential and sensitive matters.
• Proven track record of high quality work. Excellent organizational and administrative skills, and demonstrated experience in the smooth operation of a busy office and related systems, assuming primary responsibility for organizing and coordinating workflow.
• Excellent communication (written and spoken), interpersonal, organizational, administrative, and time management skills.
• Proven ability to work effectively in a team-oriented, fast-paced environment, and contribute towards common goals.
• Excellent organizational and time management skills to undertake diverse assignments with minimal supervision.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29035&site=1