Senior Program Assistant

Senior Program Assistant

Description

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  Responsible for time management and scheduling, including (i) monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit; (ii) effectively prioritizing and resolving related conflicts from competing departments; and (iii) performing desktop research and presentations for speaking engagements, interviews, media and communications etc. Ensure appropriate follow-through on administrative actions, decisions and commitments made by Management by working with parties responsible for implementation.
• Provide full logistical and secretarial support, including (i) arranging travel schedules; (ii) organizing senior management visits, meetings and knowledge-sharing events; (iii) maintaining up-to-date work unit projects and other files (both paper and electronic); (iv) providing primary assistance in the implementation of the office’s work program, including task management, filing and database management for record-keeping, editorial assistance and other general administrative tasks etc.
• Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style. Using word processing or desktop publishing skills to produce text, reports, figures, graphs, etc., according to standard formats. Incorporating agreed comments into documents, making full use of shared drives and software capabilities.
• Making travel arrangements for the team, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc. Coordinating with travel agency and other regional offices to ensure that logistical arrangements for the trips are well planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions
• Developing shared tracking tools and disseminate knowledge and best practices to ensure the efficient delivery of administrative and support services.
• Organizing office and business-related events and training programs, including procurement, contract management, processing vendor invoices and purchase orders, F&B catering, invitations, RSVPs, registrations, travel-related and visa arrangements for overseas participants, and coordination with Facilities and IT team on logistical set-up.
• Tracking assigned tasks/project steps/timetables, coordinating with relevant staff, and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit projects and other files (both paper and electronic).
• Participating in regular ACS staff meetings and sharing responsibility with other ACS team members to prepare agendas, chair meetings and share relevant information. Providing updates and follow up on any identified action items. Promoting cooperation within ACS community and suggesting ways to enhance work organization and effectiveness.
• As part of a co-located (World Bank, IFC and MIGA) office in Singapore, works collaboratively with ACS staff across all WBG offices.
• Providing back-up support to other ACS peers in their absence or during periods of heavy workload.
• Undertaking any other tasks assigned by Country Manager to support the local office and business needs.

Selection Criteria

• Bachelor’s degree with minimum 8 years of relevant experience.
• Excellent written and oral communication skills, ability to draft a variety of correspondences and edit materials independently.
• Experienced working within tight deadlines and under pressure; the flexibility to work overtime during peak periods on short notice.
• Ability to work and coordinate with teams across remote locations.
• Demonstrated capacity to multitask and prioritize workload, work with minimal supervision with initiative and resourcefulness.
• Ability to follow through team’s priorities and respond to requests for information in a timely manner.
• Excellent time management and organizational skills.
• Ability to demonstrate good judgment, tact, and a high level of discretion in dealing with confidential and sensitive matters.
• Proactive self-starter, outstanding interpersonal skills, and sound judgment to effectively deal with staff at all levels.
• Full proficiency in English, both written and spoken.
• Proficiency and prior experience in MS Office: Excel, Word, PowerPoint, and Outlook.

WBG Culture Attributes:

1. Sense of Urgency – Anticipating and quickly reacting to the needs of internal and external stakeholders.
2. Thoughtful Risk Taking – Taking informed and thoughtful risks and making courageous decisions to push boundaries for greater impact.
3. Empowerment and Accountability – Engaging with others in an empowered and accountable manner for impactful results.

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.