Program Assistant

The WBG is the largest provider of development finance and solutions for social protection and labor, working with high-income, middle-income, and low-income countries to develop country-tailored solutions for specific social protection and labor challenges. These range from increasing the efficiency with which social resources are spent (where well-designed social safety net programs, reformed pension reforms, and integrated social protection systems are proven solutions), to improving employment outcomes through employability programs and associated policy reforms, often most effective when targeted at the poor or the young. The Social Protection & Jobs Global Practice delivers operational approaches and evidence-based solutions to help individuals and families manage risk, cope with chronic transitional poverty, and access better livelihoods and jobs. These include strategy, advisory and analytical services, design, and financing of:

  • Social safety nets social assistance in the form of cash transfers, public works programs, social services, and fee waivers.
  • Contributory transfers, including old-age pensions, unemployment insurance, disability and survivor benefits, and their fiscal sustainability (including budget support for transitions).
  • Labor market and youth employment programs, with a focus on supply side interventions and intermediation policies, as well as policy advice on labor market regulations and interventions.
  • Skills development and training; and
  • Social Protection and Jobs delivery systems, covering implementation systems (outreach & intake, identification, screening & enrollment, payments, delivery of services); social registries and management information systems; client management systems; communications; institutional arrangements and coordination for single or multiple programs; and overall delivery systems assessments.

The HSPGE unit of the Social Protection & Jobs Global Practice provides cross-cutting shared services for the practice including: (i) strategy, results, and portfolio monitoring; (ii) knowledge and analytical services and development of Global Public Goods; (iii) knowledge and learning services; (iv) partnerships; and (v) communications. The SPJ GP has also established five Global Solutions Groups (GSGs) to provide global knowledge leadership to enhance country-specific development solutions. These GSGs include Social Safety Nets, Labor, Skills (joint with the Education Global Practice), Pensions & Social Insurance, and SPJ Delivery Systems. The GSGs provide support to (a) knowledge management & innovation, (b) quality enhancement and knowledge solutions, and (c) technical learning and staff development.

In this context, the SPJ GP is seeking to appoint a Program Assistant to support the HSPGE Knowledge and Learning program, the GSGs, and the ASPIRE team.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2- year term appointment.

Duties and Accountabilities:

The Program Assistant will work closely with two of the Global Leads for Pensions and Labor; and with the Knowledge & Learning and the ASPIRE teams.

General Description: 

The Program Assistant is expected to carry out a full range of administrative, learning and operational support work. Reporting to the Practice Manager, the candidate should be a results-oriented team player who is adaptable to changing business needs and capable of contributing to the Unit’s effectiveness and success. In addition, s/he should be dynamic and resourceful with excellent organizational skills and have a proactive approach and strong attention to details.

The responsibilities include, but are not limited to, the following:

Support to Global Solutions Groups and ASPIRE:

  • Responsible for supporting two Global Leads -- Pensions and Social Insurance and Labor -- and the ASPIRE team, coordinating workflow of GLs and Program Manager and their respective tasks/projects.
  • Responsible for monitoring work processes and activities that need GLs’ and TTLs’ attention and for responding to diverse administrative inquiries and making decisions when multiple courses of action are possible.
  • Draft key project correspondence (minutes, memorandums, letters, requests for clearances, no objection letters, amendments, and related reports, etc.).
  • Format and edit key project documents (PCN, ACS, review meetings, flagship reports, etc.).
  • Serve as an information resource on Bank processes and procedures.
  • Assist in preparing and logistical planning for various events, e.g., conferences, workshops, learning events, etc.
  • Solve non-routine problems (e.g., responds to requests requiring file search, etc.).
  • Coordinate logistics and prepare the necessary communication related to various team activities, including organizing video conferences (WebEx/Teams/Zoom), booking rooms, sending out announcements/ invitations, and administrative tasks as needed. 
  • Process contracts for local and international consultants, and internships (AdminPortal).
  • Track assigned task/project steps/timetables, coordinate with relevant staff to provide assistance and/or information on project-related matters.
  • Maintain current distribution lists, lists of projects, and distribute documents for the team(s).
  • Monitor projects and trust fund budgets.
  • Assist/follow-up in SAP and Operations Portal. 

Support to the SPJ GP Knowledge & Learning program:

  • Provide support to the implementation of the SPJ Knowledge and Learning program, as well as the ASPIRE program, working closely with the relevant teams.
  • Provide logistic support to flagship events and others that are carried out by the department and where help is needed, in coordination with the relevant teams.
  • Provide logistic, administrative and procurement support associated with the delivery of knowledge and learning events (ex.: BBLs, training course, etc.)
  • Coordinate logistics and prepare necessary correspondence for respective teams associated with project review meetings, in-person and hybrid events, PowerPoint presentations and administrative functions
  • Coordinate the production of the SPJ Discussion Paper and Notes (series). 
  • Provide website support: Social Protection and Jobs GP / Pensions & Social Insurance GSG / Labor GSG.
  • Coordinate the SPJ Learning Calendar.
  • Coordinate and provide logistic support to the SP Seminar Series.
  • Serve as Records and Information Management Coordinator (backup).

Support to the HSPGE Budget Monitoring team:

  • Responsible for running monthly budget reports for all tasks on the work program to provide the team(s) with accurate status updates on the portfolio and follow-up actions.
  • Support to other ad hoc tasks as required by the Unit

Selection Criteria:

  • High School diploma and a minimum of 5 years of relevant experience, or equivalent combination of education and experience.
  • Excellent reputation and proven track record of high-quality work; excellent organizational and administrative skills; demonstrated ability to multitask and operate under pressure.
  • Demonstrated flexibility, capacity for hard work and ability to adjust scope of responsibilities and participate in various activities, as required, to support the department and respond to client needs.
  • Ability to manage coordination of administrative workflow while retaining collegial relations with staff and other units.
  • Ability to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
  • Ability to retrieve reference materials from various sources (e.g., Sharepoint and/or other filing systems).
  • Knowledge of Bank policies and procedures and familiarity with the Project Cycle.
  • Excellent communication (written and spoken), interpersonal, organizational, administrative, and time management skills.
  • High degree of judgment, discretion, and diplomacy in handling confidential and sensitive matters.
  • High level of motivation, commitment, and reliability.
  • Demonstrated ability to work effectively in a team-oriented, fast-paced, and multicultural environment.
  • Strong mentoring and conflict resolution skills.
  • Proficiency in office technology systems - Word, Excel, PowerPoint, Microsoft Forms.
  • Good knowledge of Bank’s systems, such as Operations Portal, Standard Reports, SAP, AdminPortal.
  • Experience in working with a Practice Manager/Global Lead is a plus.