Senior Program Assistant

Job #: req22144

Organization: World Bank

Sector: Administration/Office Support

Grade: GD

Term Duration: 2 years 0 months

Recruitment Type: Local Recruitment

Location: Washington, DC,United States

Required Language(s): English

Preferred Language(s): Spanish, French – Highly desirable

Closing Date: 4/24/2023 (MM/DD/YYYY) at 11:59pm UTC

Description

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. For more information, visit www.worldbank.org

The Global Environment Facility (GEF) is a multilateral financial mechanism created in 1991 to provide grant and concessional funds to recipient countries for projects and programs that address biodiversity loss, climate change mitigation and adaptation, degradation of international waters, land and forests, ozone depletion, elimination or reduction of persistent organic pollutants and mercury, all within the framework of sustainable development.

The GEF unites 183 countries in partnership with international institutions, civil society organizations (CSOs), and the private sector to address global environmental issues while supporting national sustainable development initiatives. An independently operating financial organization, GEF is the designated financial mechanism for five international environmental conventions: the Convention on Biological Diversity, the Stockholm Convention on Persistent Organic Pollutants, and the UN Framework Convention on Climate Change (UNFCCC) and Minamata Convention on Mercury. GEF is also a designated financial mechanism of the UN Convention to Combat Desertification.

Since 1991, the GEF has achieved a strong track record with developing countries and countries with economies in transition, providing $14.5 billion in grants for over 3,600 projects in over 165 countries. Pledges for GEF activities in the sixth replenishment period of 2014 to 2018, called GEF-6, is approximately $4.3 billion.

The GEF Secretariat, construed for administrative purposes as a Vice Presidential Unit (VPU) within the World Bank, has approximately 100 professional and administrative and client support (ACS) staff.

The Secretariat is seeking a Sr. Program Assistant to support the GEF Programs Unit with a series of program management, analytical and policy needs.

The selected candidate will report to the GEF Lead Environmental Specialist and Manager of LDCF/SCCF in various support roles.

Roles and Responsibility:

•  Assist the Lead Environmental Specialist and Manager of LDCF/SCCF in her task organization and management: support schedule management and liaison with external partners, provide support for travel arrangements, provide logistical preparations and support for UNFCCC-related meetings, including delegation lodging and transportation arrangements and related contracting, support organization of multiple tasks and workstreams.
•  Handle confidential material with tact and diplomacy.
•  Provide support to the LDCF/SCCF team: be responsible for smooth and timely operations of the office support work and related systems with the GEF, assist the LDCF/SCCF team in various aspects of the project workflow, including Portal Workflow-related tasks, data checks, processing of projects, verification of data, basic portfolio data management and report production, and preparation and dispatching of letters and communications, assist with overall onboarding of new staff, contribute to the management of office space and staffing logistical needs, identify and resolve problems with the overall functioning of the LDCF/SCCF team.
•  Handle logistical organization and arrangements for meetings organized for the LDCF/SCCF, including workshops and meetings under the Dedicated Programs, outreach events, and others. Tasks include contract handling and follow-up, travel and meeting logistics, logistical liaison with local partners, support preparations of materials, and assistance to the LDCF/SCCF team members in organizational tasks.
•  Serve as a focal point for timely and accurate logistical organization of the LDCF/SCCF Council, in coordination with colleagues who manage Council organizations, including arrangement of travel for speakers, drafting of documents such as the agenda and scripts, organization and updating of shared files, formatting of documents, and support for organization of any pre- and post-Council discussions as needed.
•  Carry out ad-hoc assignments as required and serve as back-up to any function as may be assigned by the Lead Environmental Specialist or GEF Programs manager.

Selection Criteria

•  Minimum education: Associate degree, in relevant field or equivalent combination of education and experience, with at least five years relevant experience;
•  Excellent secretarial and organizational skills and attention to detail;
•  Effective time and project management skills;
•  Strong interpersonal skills; positive attitude and ability to work collegially and effectively in a multi-cultural working environment and internationally with a diverse range of Governments, UN agencies, international and non-governmental organizations, and others;
•  Strong English language skills (verbal and written); knowledge of Spanish, French or any other official World Bank language desirable.
•  Ability to perform a variety of specialized tasks related to results management, including support to design, planning and implementation of program, managing data, reporting;
•  Demonstrated degree of initiative and reliability, with ability to develop practical approaches to improve office effectiveness;
•  Ability to handle concurrent activities efficiently under pressure, with minimum supervision and to meet tight deadlines;
•  In-depth knowledge of Bank Group operational procedures and practices and extensive experience in carrying out advanced functions/applications of standard Bank technology packages (MS Word, Excel, PowerPoint, Access, SAP, Internet Explorer, and Lotus Notes);
•  Extensive and diverse experience across a range of different business areas preferred;
•  Knowledge of GEF Procedures and Project Cycle;
•  Flexibility and willingness to work overtime, especially during Council meetings;
•  High level of personal and professional integrity;

Competencies:

•  Technology and systems knowledge – Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
•  Project and task management – Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectives.
•  Institutional policies, processes, and procedures – Demonstrates in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products, and services in area of assigned functional responsibility; can guide others in complex situations.
•  Versatility and adaptability – Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.
•  Team Leadership (ACS) – Provides direction to the team, making changes to processes as needed to support progress. Encourages others to grow by providing guidance, stretch assignments, & learning opportunities. Plays an active role in the unit-wide leadership teams.
•  Office Administration – Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the unit’s administrative work distribution in support of the implementation of the units work program.
•  Client Orientation – Able to establish partnership based working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing clients’ needs.
•  Drive for Results – Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
•  Teamwork (Collaboration) and Inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
•  Knowledge, Learning and Communication – Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor and guide and organize learning activities within area of assigned responsibilities.
•  Business Judgment and Analytical Decision Making – Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advice on information usage and storage, and policies in assigned responsibilities.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.