Program Assistant
Start Date: September 22, 2023
Express Interest By: 9/8/2023
Duration: 150
Topics: Not Available
Business Function: Not Available
Skills: Provide full range of administrative support to the Manager, i.e. scheduling meetings and managing schedules, drafting routine correspondence such as short memos/emails, managing logistical arrangements for travel, and ensuring effective processing of all documents and correspondence, including appropriate clearances and distribution. The incumbent may also be asked to provide support to Team leads as needed or share part of her time to support another Manager in the Department.;Provide quality control by monitoring documents for accuracy, ensuring adherence to department and WBG guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence;Ensure the smooth operation of the Unit support work and related systems within the Front Office by assuming primary responsibility for organizing and coordinating workflow and for overall administration and supervision of the ACS Front Office team;Coordinate closely with HR colleagues on a range of issues, including internal/external recruitment of new staff and in some cases consultants/temporary staff, review the job postings/grading/selection, communication/processes, follow-up on contract expirations, extensions, and other personnel actions;Encourage and maintain a high level of teamwork, help maintain a positive and cohesive work environment, and inspires trust throughout the Unit by keeping others informed via timely dissemination of information and reports on status updates.;Exercise independent judgment by promptly bringing potential problems or issues/deadlines requiring action to the attention of the Unit’s Manager;Establish effective working relationships with counterparts in other ITS units, actively fostering open communication in an environment of teamwork, both within the Unit and across other organizational units;Undertake ad hoc duties as required;Provide back-up administrative support to Manager and Sr. Executive Assistant;
Language Skills: English
Assignment Location: United States
Institution: IBRD
VPU: Information and Technology Solutions (ITS)
Contact Person: Sanjana Reddy Lanka (slanka1@worldbankgroup.org)
Task Description: Roles & Responsibility:
- Provide full range of administrative support to the Manager, i.e. scheduling meetings and managing schedules; drafting routine correspondence such as short memos/emails; managing logistical arrangements for travel; and ensuring effective processing of all documents and correspondence, including appropriate clearances and distribution. The incumbent may also be asked to provide support to Team leads as needed or share part of her time to support another Manager in the Department.
- Provide quality control by monitoring documents for accuracy, ensuring adherence to department and WBG guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence
- Ensure the smooth operation of the Unit support work and related systems within the Front Office by assuming primary responsibility for organizing and coordinating workflow and for overall administration and supervision of the ACS Front Office team
- Coordinate closely with HR colleagues on a range of issues, including internal/external recruitment of new staff and in some cases consultants/temporary staff, review the job postings/grading/selection, communication/processes, follow-up on contract expirations, extensions, and other personnel actions
- Encourage and maintain a high level of teamwork, help maintain a positive and cohesive work environment, and inspires trust throughout the Unit by keeping others informed via timely dissemination of information and reports on status updates.
- Exercise independent judgment by promptly bringing potential problems or issues/deadlines requiring action to the attention of the Unit’s Manager
- Establish effective working relationships with counterparts in other ITS units, actively fostering open communication in an environment of teamwork, both within the Unit and across other organizational units
- Undertake ad hoc duties as required
- Provide back-up administrative support to Manager and Sr. Executive Assistant
Selection Criteria
- Minimum Associate’s degree in related field or equivalent work experience
- 2-5 years of work experience as team assistant, program assistant or in similar roles
- Demonstrated ability to ensure total discretion, confidentiality and strong personal ethics
- Demonstrated ability to be proactive, exercise sound judgment and use problem-solving skills in dealing with unexpected situations, often under pressure
- In addition to proven track record in areas such as judgment, reliability, resourcefulness and flexibility, it is important that the candidate have a positive attitude, is a self-starter and maintains composure in stressful situations
- Proven analytical, conceptual and evaluative skills, ability to identify substantive issues and propose solutions
- Proficiency in Bank’s standard computer application functions, in particular Word, Excel, Powerpoint, Internet Browsers, Lotus Notes, SAP, IFC/WBDocs
- Strong oral and written communication skills, and ability to adapt written communication into visual presentations
- Excellent interpersonal and intercultural communication skills – maturity and ability to interact responsively and tactfully with staff at all levels
- Excellent organizational and administrative skills, in addition to demonstrated ability to multitask and judge priorities under tight deadlines
- Ability to create a positive and cohesive team environment within the Front Office and in dealing with other operational units within ITS
- Excellent team player, willing to adjust scope of responsibilities and participate in various activities, as required, to support the quality output of the department
- Essential problem-solving skills and initiative to innovate and learn new ways of dealing with the unexpected; effective analytical and research skills
- Ability to adapt written communication into visual presentations in addition to read and edit material for clarity of message
- Experience in dealing with senior officials both within and outside the Bank
- Unquestionable and demonstrated ability to ensure total confidentiality and strong personal ethics
- Effective conflict resolution skills, ability to identify and analyze performance behavioral issues, give feedback in a timely manner and provide solutions, and implement appropriate action plans for improvement in collaboration with other team members
