Program Assistant - req36668

Program Assistant

Grade: GC

Description

Regional Context

Country Management Unit Context

Roles & Responsibilities

Specific Duties And Accountabilities Include The Following

• Provides administrative assistance at various levels in organizing meetings, conference calls, video conferences, workshops, conferences, including handling administrative and logistic arrangements, preparing and assembling meeting materials, sending out invitations, and follow-up.
• Provides day-to-day assistance to selected Practice Managers on an as-needed basis.
• Prepares, reviews, edits and formats project documentation according to Bank and Regional guidelines, as well as maintain a coherent filing system ensuring that all projects’ documents are properly filed and referenced.
• Participates in developing project/product timelines, using appropriate software.
• Responds and handle a wide range of extensive and diverse inquiries, prioritizing and making decisions when multiple courses of action are possible and prepare correspondence on a range of topics
• Provides administrative support, organize and manage meeting schedules for task teams (and visiting missions before and while they are in country).
• Manages internal and external inquiries related to the status of projects in the absence of task team leader and team members.
• Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
• Extracts, monitors and reports on disbursement data for active projects.
• Translates short documents from English/Arabic and Arabic/English relevant to the work of the team, such as reports, memos, articles, etc.
• Organizes and maintains filing system in appropriate filing setup.
• Processes all travel requests for relevant consultants working in the CMU.
• Drafts routine correspondence and proofread materials using proper grammar, punctuation and style.
• Records, disseminates and tracks all correspondences and minutes of meetings.
• Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff inside and outside the immediate work unit, including officials outside the Bank Group.
• Undertakes ad hoc inquiries, investigates standard and non-standard databases, identifiesy and researches various sources of information, retrieves, manipulates and presents data.
• Undertakes CO-support duties as assigned by the Program Manager.
• Undertakes ad-hoc assignments and provides support to other staff in the unit as required.

Selection Criteria

Education/Experience

• Minimum education: Bachelor’s degree
• Minimum of 2-5 years of relevant experience

Required Competencies

• Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and technology skills. Able to provide and apply customer service skills in a technological context.
• Project and task management - Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
• Institutional policies, processes, and procedures - Demonstrates knowledge of own department's programs and products, knows key players, understands own role. Displays understanding of WB Job Details policies and procedures relevant to the area of assigned responsibilities and is able to apply/implement them.
• Versatility and adaptability - Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
• Client Orientation - Exhibits positive and professional client service attitude; is able to understand clients' needs and complete them professionally.
• 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 - Has good knowledge of official unit's language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit.
• Business Judgment and Analytical Decision Making - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.

WBG Culture Attributes

• Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
• Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
• Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

World Bank Group Core Competencies