The main responsibility of the successful candidate will be to provide effective and high-quality administrative support to the Executive Director’s office, working closely with other team members to ensure a smooth operation of the office. The successful candidate will be expected to interact with other departments in the Bank, relevant ministries and agencies, embassies, and World Bank Group management and staff and must be able to work in a fast-paced environment.
In addition to the Executive Director, the office consists of an Alternate Executive Director, Senior Advisors, Advisors, and two other administrative support staff. The successful candidate will be a member of a three-person team supporting the Executive Director (ED), Alternate ED, Senior Advisors, and Advisors.
The successful candidate will report to the Executive Director.
Note: Administrative support staff hired into the Executive Directors’ offices will be offered an initial 2-year Term appointment. Staff on open-ended appointments who are selected into the EDs’ offices are strongly advised to obtain a re-entry guarantee from their releasing units to be able to return to open-ended status. An open-ended staff who does not have a re-entry to the releasing unit acknowledges that by applying to this position, the candidate is entering a Term position, if selected, and will not be able to maintain open-ended status. Executive Directors must conduct an annual overall performance review for their administrative support staff consistent with WBG annual performance review processes.
If an already open-ended candidate in an ED office gets selected, this individual will retain open-ended status based on already meeting the eligibility and prior conversion decision per the ED ACS conversion policy. Such candidate may be subject to rotation as required by Corporate Secretary.
Roles and Responsibilities:
Under the guidance of the Senior Executive Assistant, the Program Assistant will provide the full range of office/administrative support to the Executive Director’s office including, but are not limited to the following:
Working with a high level of discretion and diplomacy in setting and managing priorities and workflow in an efficient and organized manner for the Alternate Executive Director, Senior Advisors, and Advisors.Preparing, processing, and handling various information and data of sensitive and confidential nature.Scheduling appointments and coordinating mission travel, independently resolving scheduling conflicts, screening and prioritizing incoming correspondence and monitoring activities to ensure appropriate follow-up.
Drafting, editing and formatting documents, statements and correspondence by the Executive Director's office staff.
Writes at a professional level in English.The Program Assistant will independently respond, in a timely and highly professional manner, to extensive and diverse external/internal inquiries and general requests by drafting, and formatting standard and routine correspondence, and make decisions when multiple courses of action are possible.
Ensuring that relevant background materials are available for meetings, deadlines are met, and documents are of high quality and adhere to administrative and operational guidelines.
Providing general research support to the Executive Director's office on a diverse range of topics. This entails independently assessing tasks, inquiries and requests, determining and finding additional information that may be required.
Maintaining and updating contact lists and the filing system.Prioritizing and channeling telephone calls and mail; monitoring and following-up on issues and priorities; and ensuring that appropriate consultations take place.Coordinating and monitoring multiple and diverse work processes and activities, ensuring smooth operation of ongoing office administrative functions.
Assisting in managing a roster of common service tasks performed by administrative staff and coordinating the timely delivery of products.Handling and assisting with the administrative arrangements on appointment/relocation of office staff.
Establishing and maintaining an effective database network of contacts inside and outside the Bank, assuring continuity during periodic staff transitions.
Performing ad hoc duties as may be assigned, including back-up to the other Program Assistant, as required.Performing ad hoc duties as may be assigned, including back-up to the Senior Executive Assistant, as required.
Assisting to organize official events and seminars, especially during the World Bank/IMF Annual and Spring Meetings.
Accompanies the office team to the Annual Meetings when held in member countries (once in three years).Provides administrative and logistical support to the ED’s office and delegations from constituency countries.
Selection Criteria:
Must have a high school diploma and minimum of 7 years of relevant experience; or equivalent combination of education and experience; undergraduate college degree preferred.
Excellent office support and organizational skills, including being proactive and demonstrated ability to prioritize and deliver assignments in a timely manner, often under severe time pressure.
Excellent command of written and spoken English, including ability to independently draft a variety of formal and informal correspondence; to proofread/edit materials using proper grammar, punctuations and proper style.Familiarity with the constituency countries is desirable.
Superior interpersonal and diplomacy skills including demonstrated ability to work in a team-oriented and multi-cultural environment.
Demonstrated ability to handle sensitive and confidential information with discretion while conducting work.
Ability to deal tactfully and diplomatically with high-level government officials.Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.
Proactive attitude, self-starter, outstanding leadership skills with ability to work with staff at all levels (inside and outside the World Bank Group).
Good knowledge and understanding of administrative/operational procedures applicable to the World Bank Group and ability to independently propose interpretation and application of such procedures.Advanced working skills in multiple computer software applications (e.g., Microsoft Office, Outlook, Webex, Teams, SAP/Admin Portal) and able to coach less experienced staff on relevant technology and systems.
Willingness and flexibility to work overtime, including weekends, if required.
