Senior Program Assistant

Job #: req23104

Organization: World Bank

Sector: Procurement

Grade: GD

Term Duration: 4 years 0 months

Recruitment Type: Local Recruitment

Location: Chennai,India

Required Language(s): English

Preferred Language(s): Tamil

Closing Date: 6/26/2023 (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

BACKGROUND/GENERAL DESCRIPTION

The Strategy, Performance and Administration (SPA) Department has three units: Shared Services (SPASS), Strategy and Organizational Performance (SPASP), and Corporate Procurement (SPACP).

World Bank Group (WBG) Shared Services was started with the opening of the Chennai, India Shared Services Center in 2001. Chennai has grown to over 1,300 staff and contractors from various business functions such as finance and accounting, information technology, human resources and others. A second Center in Sofia, Bulgaria opened in 2019. The Centers have proven to be effective in reducing costs, expanding capabilities and mitigating risks.

The WBG Shared Services Strategy, endorsed by senior management in December 2017, seeks to enhance the current Shared Services delivery model as implemented by various IG&A units, with the Shared Services Centers as key drivers of operational excellence and agility. Management of the administrative activities of the Chennai and Sofia Shared Services Centers rests with SPA; SPA also holds the coordinating role for the implementation of the WBG Shared Services Strategy.

JOB PURPOSE

As a member of the Chennai Shared Services Center, and reporting to the Center Manager, the Senior Program Assistant will proactively support the effective operation of the Shared Services Center by performing operational, logistical and administrative support duties as described below.

Narrative: There is no staff reporting into the job holder. The job holder reports to the Center Manager at the World Bank Group’s Shared Services Center in Chennai.

DUTIES AND ACCOUNTABILITIES

•  Provide a full range of administrative support to the Center Manager, including scheduling and calendar management, managing travel arrangements, preparing routine correspondence, assisting with the preparation, editing and distribution of reports, documents and meeting materials, receiving/distributing shipments and mail.
•  Provide event management coordination including planning and managing several tasks, preparing communications, arranging catering and technology services, space planning and set-up.
•  Perform routine tasks such as welcoming staff and visitors, assisting with visitors’ logistics needs and ensuring the office is neatly maintained. Support the development of itineraries for VIP visitors.
•  Support the safety and security of staff and visitors through participation in crisis management activities, daily security checks, routine emergency drills, access control protocols, etc.
•  Provide administrative support in running and maintenance of office car such as fuel, insurance, repairs, managing the driver etc. and ensure that car is well maintained and safe.
•  Support the security of Bank assets under Center Manager Office’s control by monitoring equipment and supply inventories.
•  Support the Center Manager in identifying service needs and providers and in monitoring their adherence to contractual obligations.
•  In coordination with Resource Management, provide analytical support to review Center Manager Office expenses, Chennai common expenses, Chennai office space expenses and corresponding budget.
•  Provide support in procurement of goods and services, negotiating rates, invoice payment support, reviewing Center Manager’s MyCard and Pcard expenses and ensuring that transactions are properly approved and processed in accordance with all internal policies and procedures.
•  Supervise and guide travel desk for matters relating to visa, ticket, and forex. Process visa letters and coordinate for its submission to consulates/embassies.
•  Maintain and update Outlook distribution lists, phone lists and order supplies.
•  Contribute to a positive workplace culture through a high level of teamwork, liaising with others outside of own team, and by acting consistently with WBG core values.
•  Take initiative and suggest ways to enhance the Center’s effectiveness. Participate on project teams, contributing skills and creative thinking on cross-cutting initiatives.
•  Identify potential and real problems, exercising judgment to resolve them or seek guidance of the Center Manager.
•  Interpret Bank policies and procedures applying them as appropriate.
•  Collaborate closely with HQ-Based Shared Services team and Sofia shared services center, contributing to its work program as necessary.
•  Provide back-up support for other ACS colleagues as and when needed.
•  Coordinate with LARS, TRS coordinators and other units’ team assistants in the center for sharing knowledge and best practices.
•  Act as the point of contact in Center Manager’s Office for staff in the center, stakeholders, and other external partners.
•  Perform other ad hoc and emerging tasks as identified or assigned.

Selection Criteria

•  Education/Experience: Must have graduation in any discipline and minimum of 5 years of relevant experience.
•  Excellent office support and organizational skills, including being proactive demonstrating the ability to prioritize and deliver assignments in a timely manner, often under time pressure.
•  Demonstrated initiative and versatility in addressing unexpected situations as they arise.
•  Good command of written and spoken English (and Tamil preferred), including ability to independently draft a variety of formal and informal correspondence; to proofread/edit materials using proper grammar, punctuation and style.
•  Superior interpersonal and diplomacy skills including demonstrated ability to work in a team-oriented and multi-cultural environment.
•  High degree of judgment, tact, integrity and diplomacy, substantial expertise in dealing discreetly with confidential data.
•  Outstanding interpersonal skills with proven ability of being a good team player and ability to work and communicate with staff and management at all levels (inside and outside the World Bank Group).
•  Good functional knowledge and understanding of the World Bank institution and, preferably, its priorities, policies, operational and administrative procedures, and people.
•  Project and task management – Able to undertake diverse and complex assignments with minimal supervision, ability to multi-task, resolve competing demands, and solve problems. Demonstrates good organizational skills, can plan and prioritize own work.
•  Institutional policies, processes, and procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and the ability and initiative to independently propose interpretation, learn new developments, and application of such procedures.
•  Office Administration – Exhibits good understanding of unit’s portfolio. Able to organize, prioritize, coordinate, and monitor distribution of unit’s work activities to ensure that work program is properly carried out and delivered in a timely and collaborative manner.
•  Drive for Results – Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
•  Excellent hands-on experience in applications such as Microsoft Office (including Excel, word, power point), Outlook, Admin Portal.

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.