What are the responsibilities and job description for the Program Assistant position at World Bank Group?
Job Details
Program Assistant
Job #:
req32776
Organization:
World Bank
Sector:
Health/Nutrition/Population
Grade:
Term Duration:
3 years 0 months
Recruitment Type:
Local Recruitment
Location:
Washington, DC,United States
Required Language(s):
English
Preferred Language(s):
Spanish and French
Closing Date:
4/29/2025 (MM/DD/YYYY) at 11:59pm UTC
Description
Do you want to build a career that is truly worthwhile? 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
The Human Development (HD) Practice Group (PG)
The World Bank Group (WBG) is the largest provider of development finance and solutions for human development working with high-income, middle-income, and low-income countries to develop country-tailored solutions for human development (HD) under the themes of education, health, social protection, jobs, and gender. The HD PG coordinates with other Practice Groups to ensure a coordinated and integrated approach to development challenges, and through the World Bank Regional Units is expected to deliver the strongest and most pertinent support to our client countries.
The Human Development Vice Presidency (HDVP) at the World Bank Group is made up of the Global Practices for education; health, nutrition, and population; and social protection and jobs; additionally, the HDVP houses the gender group. As such, HD is central to the World Bank Group's goals to end extreme poverty by 2030 and raise shared prosperity on a livable planet.
Health, Nutrition and Population Global Practice
The central contribution of the Health, Nutrition and Population (HNP) Global Practice to the WBG's twin goals is to enable the achievement of Universal Health Coverage (UHC), in which all people are effectively covered by essential health services, and nobody suffers undue financial hardship as a result of illnesses. In the quest for UHC, the HNP Global Practice is building on progress made in the framework of the Millennium Development Goals, an array of analytical and advisory services, strategic partnerships with partner institutions and other financing agencies, and an active lending portfolio. The HNP Global Practice includes staff members in Washington, DC and country offices.
The HNP Global Practice is led by a Global Director, with the overall responsibility for the GP. The HNP Global Practice Leadership Team, which leads and manages the HNP GP, consists of the Global Director, Regional Directors, and Practice Managers. The HNP Global Practice works with and across multiple sectors, in recognition of the fact that HNP outcomes often depend on actions that lie outside the HNP sector. Accordingly, a capacity to work across GP boundaries, forge coalitions and influence multi-practice solutions is essential for achieving the major objectives of improving HNP outcomes.
The Global Health Unit
The Global Health Unit (GHU) supports WBG HNP teams across the globe to deliver better results through World Bank financed health systems projects and analytical work. The GHU is led by the Practice Manager and has six technical teams on health financing, service delivery, pandemic preparedness and response and public health, climate and health, knowledge and learning, and nutrition. The GHU provides technical assistance to clients and regions, develops analytical work and thought leadership in key technical areas and is responsible for the knowledge and the learning program for client countries and staff. In addition, the GHU manages the institutional relationships with global health institutions and other partners and is responsible for fundraising for the HNP GP. For more information:
Core responsibilities include but are not limited to:
Provide administrative support to two of the programmatic teams in the HNP Global Unit across a wide range of administrative tasks including portfolio and budget monitoring, contracting, consultant onboarding.
Ensure appropriate routing of correspondence, documents, and information to relevant staff members; maintain up-to-date distribution lists; perform administrative processing of incoming staff (UPI, extension, workstation, computer, ID, etc.); arrange visitor and building passes for visitors; maintain paper and electronic files for the Unit.
Assist in processing STC/STT and vendor contracts through the World Bank's Admin Portal and eProcurement.
Follow-up with TTLs on contract expirations and extensions, as well as Purchase Orders.
Organize the logistics for meetings and events, including bookings (room, VC/WebEx/MSTeams), preparing invitations, requesting catering, ensuring timely processing of documents and proper follow-up, organizing technology requirement for events, and gathering feedback from participants.
Support organization of BBLs, external and internal events, workshops and seminars.
Independently respond to extensive and diverse external/internal inquiries and general requests in a timely and professional manner, by drafting and formatting standard and routine correspondence using proper Bank standards.
Support the onboarding of new staff and familiarization with procurement processes, travel requirements and other standard operating procedures.
Support the team lead with regular monitoring of operational milestones and team budget.
Help with travel planning/arrangements with TRs and SOEs submission for Short Term Consultants. Support processing requests for payments to individual consultants and firms, process SOE submissions for consultants, as well as travel arrangements and submission of statement of expenses, and STCs commitment monitoring.
Draft routine correspondence and proofreading materials using proper grammar, punctuation, and style.
Support the Front Office staff in general office support including calendaring, printing, photocopying, and phone coverage.
Assist with planning events organized by the HNP GP which includes preparing invitations, handling RSVPs, and coordinating logistics with partners.
Provide input to the work of the support team including for the implementation of the standard operating procedures, overall budget and operational milestones oversights as well as suggest ways to enhance work organization and effectiveness of the Global Unit.
Providing back-up/cross-support to colleagues in the Front Office during absences or peak periods as needed.
Performing other ad-hoc duties as required by the Office Manager and Practice Manager.
The incumbent must be highly organized, detail-oriented, and capable of working autonomously under tight deadlines. The PA is expected to work efficiently and effectively, often from own initiative, coordinating multiple and diverse work processes, with the ability to multitask and work well under pressure.
Selection Criteria
Minimum Education/Experience: Bachelor's degree in administration or other related field and at least 5 years relevant work experience in a large international organization, or equivalent combination of education and experience.
Solid experience and demonstrated knowledge of the World Bank Group's organizational structure, administrative processes, policies, and procedures.
Experience with firm contracts and STC contracting, management and onboarding
Experience with portfolio monitoring and ASA management as well as budget monitoring
Great organizational management skills for both large scale and small group events and ability to interact with external partners in planning events and meetings.
Preference for a fast-paced environment, capable of adapting to change and seeking to actively develop new skills.
Good communication skills and a strong team player.
The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability. Sub-Saharan African nationals, Caribbean nationals, and female candidates are encouraged to apply. Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with diverse backgrounds from around the globe. We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce.
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.
This internal requisition is open to WBG andIMF staff only (including short-term and extended term consultants/temporaries). External candidates are requested not to apply. In case anexternal candidate applies, their application will not be considered.
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.
Job #:
req32776
Organization:
World Bank
Sector:
Health/Nutrition/Population
Grade:
Term Duration:
3 years 0 months
Recruitment Type:
Local Recruitment
Location:
Washington, DC,United States
Required Language(s):
English
Preferred Language(s):
Spanish and French
Closing Date:
4/29/2025 (MM/DD/YYYY) at 11:59pm UTC
Description
Do you want to build a career that is truly worthwhile? 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
The Human Development (HD) Practice Group (PG)
The World Bank Group (WBG) is the largest provider of development finance and solutions for human development working with high-income, middle-income, and low-income countries to develop country-tailored solutions for human development (HD) under the themes of education, health, social protection, jobs, and gender. The HD PG coordinates with other Practice Groups to ensure a coordinated and integrated approach to development challenges, and through the World Bank Regional Units is expected to deliver the strongest and most pertinent support to our client countries.
The Human Development Vice Presidency (HDVP) at the World Bank Group is made up of the Global Practices for education; health, nutrition, and population; and social protection and jobs; additionally, the HDVP houses the gender group. As such, HD is central to the World Bank Group's goals to end extreme poverty by 2030 and raise shared prosperity on a livable planet.
Health, Nutrition and Population Global Practice
The central contribution of the Health, Nutrition and Population (HNP) Global Practice to the WBG's twin goals is to enable the achievement of Universal Health Coverage (UHC), in which all people are effectively covered by essential health services, and nobody suffers undue financial hardship as a result of illnesses. In the quest for UHC, the HNP Global Practice is building on progress made in the framework of the Millennium Development Goals, an array of analytical and advisory services, strategic partnerships with partner institutions and other financing agencies, and an active lending portfolio. The HNP Global Practice includes staff members in Washington, DC and country offices.
The HNP Global Practice is led by a Global Director, with the overall responsibility for the GP. The HNP Global Practice Leadership Team, which leads and manages the HNP GP, consists of the Global Director, Regional Directors, and Practice Managers. The HNP Global Practice works with and across multiple sectors, in recognition of the fact that HNP outcomes often depend on actions that lie outside the HNP sector. Accordingly, a capacity to work across GP boundaries, forge coalitions and influence multi-practice solutions is essential for achieving the major objectives of improving HNP outcomes.
The Global Health Unit
The Global Health Unit (GHU) supports WBG HNP teams across the globe to deliver better results through World Bank financed health systems projects and analytical work. The GHU is led by the Practice Manager and has six technical teams on health financing, service delivery, pandemic preparedness and response and public health, climate and health, knowledge and learning, and nutrition. The GHU provides technical assistance to clients and regions, develops analytical work and thought leadership in key technical areas and is responsible for the knowledge and the learning program for client countries and staff. In addition, the GHU manages the institutional relationships with global health institutions and other partners and is responsible for fundraising for the HNP GP. For more information:
Core responsibilities include but are not limited to:
Provide administrative support to two of the programmatic teams in the HNP Global Unit across a wide range of administrative tasks including portfolio and budget monitoring, contracting, consultant onboarding.
Ensure appropriate routing of correspondence, documents, and information to relevant staff members; maintain up-to-date distribution lists; perform administrative processing of incoming staff (UPI, extension, workstation, computer, ID, etc.); arrange visitor and building passes for visitors; maintain paper and electronic files for the Unit.
Assist in processing STC/STT and vendor contracts through the World Bank's Admin Portal and eProcurement.
Follow-up with TTLs on contract expirations and extensions, as well as Purchase Orders.
Organize the logistics for meetings and events, including bookings (room, VC/WebEx/MSTeams), preparing invitations, requesting catering, ensuring timely processing of documents and proper follow-up, organizing technology requirement for events, and gathering feedback from participants.
Support organization of BBLs, external and internal events, workshops and seminars.
Independently respond to extensive and diverse external/internal inquiries and general requests in a timely and professional manner, by drafting and formatting standard and routine correspondence using proper Bank standards.
Support the onboarding of new staff and familiarization with procurement processes, travel requirements and other standard operating procedures.
Support the team lead with regular monitoring of operational milestones and team budget.
Help with travel planning/arrangements with TRs and SOEs submission for Short Term Consultants. Support processing requests for payments to individual consultants and firms, process SOE submissions for consultants, as well as travel arrangements and submission of statement of expenses, and STCs commitment monitoring.
Draft routine correspondence and proofreading materials using proper grammar, punctuation, and style.
Support the Front Office staff in general office support including calendaring, printing, photocopying, and phone coverage.
Assist with planning events organized by the HNP GP which includes preparing invitations, handling RSVPs, and coordinating logistics with partners.
Provide input to the work of the support team including for the implementation of the standard operating procedures, overall budget and operational milestones oversights as well as suggest ways to enhance work organization and effectiveness of the Global Unit.
Providing back-up/cross-support to colleagues in the Front Office during absences or peak periods as needed.
Performing other ad-hoc duties as required by the Office Manager and Practice Manager.
The incumbent must be highly organized, detail-oriented, and capable of working autonomously under tight deadlines. The PA is expected to work efficiently and effectively, often from own initiative, coordinating multiple and diverse work processes, with the ability to multitask and work well under pressure.
Selection Criteria
Minimum Education/Experience: Bachelor's degree in administration or other related field and at least 5 years relevant work experience in a large international organization, or equivalent combination of education and experience.
Solid experience and demonstrated knowledge of the World Bank Group's organizational structure, administrative processes, policies, and procedures.
Experience with firm contracts and STC contracting, management and onboarding
Experience with portfolio monitoring and ASA management as well as budget monitoring
Great organizational management skills for both large scale and small group events and ability to interact with external partners in planning events and meetings.
Preference for a fast-paced environment, capable of adapting to change and seeking to actively develop new skills.
Good communication skills and a strong team player.
The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability. Sub-Saharan African nationals, Caribbean nationals, and female candidates are encouraged to apply. Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with diverse backgrounds from around the globe. We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce.
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.
This internal requisition is open to WBG andIMF staff only (including short-term and extended term consultants/temporaries). External candidates are requested not to apply. In case anexternal candidate applies, their application will not be considered.
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.
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