Program Assistant

World Bank Group

Djibouti, Djibouti

The MNC03 program is managed out of the Egypt country office. The Egypt Country Office has more than 80 staff and works as a regional hub for some other functions also. The Yemen program is headed by a Country Manager currently based in Amman (plans to move to Yemen when security situation permits). The Djibouti Country Office is headed by a Resident Representative supported by the Operations Officer, the Operations Analyst, the Program Assistant, and the Team Assistant.  The Country Director is based in Cairo.  The Country Director in Cairo is supported by the Operations Manager, 4 Programs Leaders, and the Senior Operations Officer. In addition, in HQ, the office includes a Senior Operations Officer, Country Officer, and a Program Assistant.

The Djibouti Office is looking to recruit a highly motivated Program Assistant to support the Resident Representative and a set of sectors on a range of diverse functions. The selected candidate will be reporting directly to the Resident Representative.

Roles and Responsibilities:

Under the guidance of the Resident Representative, the key roles and responsibilities of the Program Assistant include the following:

Administrative and executive support to the Resident Representative

  • Serves as Executive Assistant to the Resident RepresentativeUndertakes representational duties on behalf of the Resident Representative, to include serving as first point of contact to the office of the Resident Representative and liaison with clients and officials both inside (including coordination with Cairo, Amman, and Washington based staff and Management), and outside the World Bank Group, including government counterparts, the diplomatic community, UN, and development partners

Operational and Administrative support

  • Provides quality control of internal and external documents, reviews documents for accuracy and adherence with World Bank guidelines and proceduresAssists in drafting, editing, formatting, and production of documents and correspondenceCoordinates schedules taking priority into account, monitors changes, and communicates the information to staff inside and outside the immediate work unit, including officials outside the bankSolves non-routine problems and responds to requests requiring research to address query at handProvide assistance at various levels in organizing meetings, conference calls, video conferences, workshops, conferences, including handling administrative and logistic arrangements, preparing and assembling meeting materials, sending out invitations, and follow-up. Build a database of participants and draft event reports, etc.Coordinate travel requests for consultants if necessaryAssist with coordination of mission agendas as neededMaintains current distribution lists, phone/addresses list of project/product contacts, and distributes documents for relevant task teams to the main dataMaintains up-to-date work unit project and other files (both paper and electronic)Corresponds with vendors to solicit price quotes for supplies and make hotel reservations in accordance with World Bank Group policyManages logistics requests for the visiting missions of the unitsHandles bookings for business travels; obtains tickets from the travel agency, requests visas for staffCollaborates with other team members and contributes productively to the team’s work and output. Fully involves others in the work of the teamAssist with any other administrative matters in the MNC03 DepartmentBack-up other ACS and perform other duties in the office when needed

Role of Human Resources Proxy

  • Provide general administrative support to the Human Resource Business Partner (HRBP) and Country Office management, to meet HR programs deadlinesProvide assistance in the HR activities carried out under guidance and supervision of the HRBPHandle logistics associated with local recruitment, interviews, and shortlisting, following up on HR ActionsCoordinate logistics (briefings, etc.) regarding onboarding of new local hiresRespond to basic enquiries and escalate complex enquiries/matters to respective HRBPHandle logistics regarding HR learning events for staff in COs - training sessions, workshops, seminars, etc.Provide logistical support on staff exits

Selection Criteria:

  • Minimum Education/Experience: Bachelor’s Degree with at least 5 years of relevant experience, or the equivalent combination of education and experience.
  • A minimum of 3 years of previous experience or exposure as Program Assistant at an executive level in the international development community is an advantageExcellent IT skills (MS Word, PowerPoint, Excel, Outlook, SAP)Excellent interpersonal, communication (both written and oral French and English) and organizational skills with the ability to work effectively under pressure, handling concurrent activities simultaneously to meet deadlinesAbility to deal tactfully with contacts at all levels, both inside and outside the BankStrong analytical skills and proven attention to details to ensure high professional standardsTeam player with a high degree of motivation, initiative, reliability, and willingness to help others to meet the unit’s work objectivesExperience in event planning and organizationAbility to draft routine correspondence (memoranda, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation, and style.