What are the responsibilities and job description for the Program Assistant position at World Bank Group?
Program Assistant
Job #:
req32354
Organization:
World Bank
Sector:
Administration/Office Support
Grade:
GC
Term Duration:
2 years 0 months
Recruitment Type:
Local Recruitment
Location:
Washington, DC,United States
Required Language(s):
English
Preferred Language(s):
Closing Date:
4/4/2025 (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 130 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
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
Provide high-quality administrative and logistical support to the ITSDO and the ITSDA to enhance the work organization and the effectiveness, i.e., organizing and distributing daily briefing books and trip briefings, managing calendars, handling internal and external phone queries and emails, preparing routine correspondence, and providing basic research support.- Liaise closely and effectively with members of the other departments and VPUs to facilitate coordination and execution of activities and help ensure the efficient flow of information and communication.
- Discreetly handle sensitive and confidential correspondence and information.
- Handle ad hoc duties assigned by the Department director and Managers
- Act as back-up to the Senior Executive Assistant as needed.
- Support mission arrangements, which include organization/distribution of mission itineraries and briefing materials, coordination of meeting schedule, travel, visa requests, office logistic and security arrangements, among others.
- Undertake standard logistical preparations for various events at HQ, e.g. meetings, conferences, workshops.
- Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
- Ensure day-to-day smooth running of the office space, including ensuring all aspects of the office are functioning (e.g., photocopiers, paper supply, coffee/tea facilities) and, if not, following up with Facilities Management staff to address in a timely manner.
Selection Criteria
- Bachelor’s degree (or equivalent) with 2 years of experience or equivalent combination of education and experience required.
- Broad knowledge of the WBG organization and work programs
- Ability to learn processes and procedures quickly.
- Excellent administrative and organizational skills.
- Experience working under pressure, handling concurrent activities, and establishing priorities.
- Ability to independently manage multiple assignments, prioritizing and coordinating with team members to resolve competing demands.
- Willingness to accept personal ownership and accountability for meeting deadlines and achieving agreed-upon results.
- Excellent attention to detail and accuracy, and sound judgment in recognizing flags of urgency, sensitivity, and confidentiality in correspondence.
- Ability to collaborate with other team members and contribute productively to the team's work and output, demonstrating respect for different points of view.
- Openness and tolerance are especially helpful in joining this close-knit team.
- Demonstrated discretion in dealing with confidential materials, and a firm understanding of the WBG’s information classification policies.
- Ability to interact with both internal and external clients with discretion and diplomacy, and to resolve complex client-related issues.
- Excellent English grammar and spelling are required, and strong copyediting skills are preferred.
- Excellent information technology skills, including proficiency in Word (including formatting and mail merges), Excel, and PowerPoint, and willingness to learn new programs and applications as needed. Knowledge of analytics and dashboarding tools such as Power BI or Tableau for visualizing data and tracking performance is desirable.
- Demonstrated skills in retrieving, gathering and obtaining information from various sources.
- Flexibility with working hours and willingness to work extended hours at short notice are required.
Competencies:
In addition to the above, the successful candidate should demonstrate the following competencies:
- Technology and systems knowledge - Exhibit excellent knowledge of Microsoft Office applications (especially Word to format complex documents) and proficiency of technology or/and systems relevant to functional area.
- Project and task management - Demonstrate good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager's calendar).
- Institutional policies, processes, and procedures - Demonstrate relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people, and able to practically apply this knowledge.
- Versatility and adaptability - Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Able to proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
- Lead and Innovate - Suggest improvements to solve problems.
- Collaborate Within Teams and Across Boundaries - Initiate collaboration within and beyond the team.
- Create, Apply and Share Knowledge - Proactively and regularly share knowledge.
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.
