Program Assistant

Program Assistant

 Description

Do you want to build a truly worthwhile career? 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 and promoting shared prosperity. 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 186 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 multilateral environmental conventions: The Convention on Biological Diversity, the Stockholm Convention on Persistent Organic Pollutants, the UN Framework Convention on Climate Change (UNFCCC), UN Convention to Combat Desertification, and Minamata Convention on Mercury. GEF was also recently designated to serve as part of the financial mechanism of the international legally binding instrument under the United Nations Convention on the Law of the Sea on the conservation and sustainable use of marine biological diversity of Areas Beyond National Jurisdiction (BBNJ).

Since 1991, the GEF has achieved a strong track record with developing countries and countries with economies in transition, providing $24.7 billion in grants for over 5,700 projects in over 170 countries. 

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

The Secretariat is seeking a Program Assistant to support the GEF Events Team under the General Management Division with a focus on logistical support, organization, and delivery of a wide range of events and meetings of key importance to the GEF Partnership. The program assistant will also provide administrative and logistical support to the GEF Communications and Outreach Division     

The selected candidate will report to the General Manager of the Division and have a dual reporting line to the GEF Head Communications.

Roles and Responsibilities:

• Assist the GEF Events Team Lead and Communications Division in task organization and management: support schedule management and liaison with external partners, provide support for GEF Events managed events, including procurement processes, selection of venue, preparation of materials and event packages for participants, travel arrangements, lodging and per diem, logistical preparations, transportation, registration, per diem, contracting, catering and on-site delivery.  

• Provide support to the GM and Communications Division: support smooth and timely operations of the office support work and related systems with the GEF, assist the GM and the Communications Division in its overall work, including support for Council, HR and governance as well as other cross-cutting roles in managing the office and workplace.  

• Support timely and accurate logistical organization of the GEF TF Council, in coordination with colleagues who manage Council organizations, including arrangement of travel for speakers, organization and updating of shared files, formatting of documents, and support for organization of any pre- and post-Council discussions as needed.

• Provide general office support to the General Manager and the Head of Communication and other unit staff, including with respect to coordination with other GEF divisions and other stakeholders, vendors, or service providers; document/information management and distribution; drafting or editing correspondence, meeting minutes, or other documents.

• Carry out ad-hoc assignments as required and serve as back-up to any function as may be assigned by the GEF Events Team Lead, the General Manager or the Head of Communications

• Support the Communications team in their needs for purchasing of goods and services, tracking transactions, and ensuring that clients are satisfied with the business of the GEF. This would also include tracking and inventory of physical goods in coordination with the events team. 

• Provide support to the communications team with their internal workflow, meeting minutes, organization of filing systems and help with implementation of contact management system in line with the GEF Secretariat.

• Track the leave and absences of the Communications team ensuring proper coverage of the team. Assist the head of communications in reviewing calendar around peak times. 

Selection Criteria

• Minimum education: high school diploma with 10 years of experience or   equivalent combination of education and experience;

• Excellent 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.

• 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;

• Experience in carrying out advanced functions/applications of standard Bank technology packages (MS Word, Excel, PowerPoint, Access, SAP, Internet Explorer, and other procurement system  ;

• Diverse experience across a range of different business areas preferred;

• Flexibility and willingness to work overtime, especially during Council meetings;

• High level of personal and professional integrity;

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.