The World Bank Central Asia Regional Office in Almaty, Kazakhstan is looking for a Program Assistant to join the Administrative and Client Support (ACS) team to carry out the full range of office support work, including managing processes and monitoring schedules related to their team’s/unit’s products and tasks.
Duties & Accountabilities
Performing operational and administrative tasks in supporting the work of operational/program officers
Arranging the working schedules and meetings with the counterparts for the visiting teams.
Drafting and formatting a variety of standard project-related operational correspondence, drafting minutes and ensuring timely submission for clearance and distribution, and ensuring adherence to departmental, institutional and operational guidelines and procedures;
Providing support with documents/reports – formatting, Incorporating comments- and making full use of shared drives and software capabilities.
Using word processing, spreadsheets or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
Maintaining, retrieval, analyzing and presentation of project related data.
Assisting in preparation and logistical planning for various Regional events, e.g. conferences, workshops, negotiations, travel, etc.
Tracking assigned task/project steps/timetables, coordinating with relevant staff and providing assistance and/or information on project-related matters.
Maintaining up-to-date work unit project and other files (WBDoc).
Maintaining current distribution lists, phone/address lists of project/product contacts, and distributing documents for the team.
Assisting team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and Russian languages.
Providing, when necessary, back up support and/or assistance to other CARO colleagues in coordination with the Sr. Executive Assistant to ensure smooth operation of the office support work.
Perform other tasks as requested by the Program Leader/Portfolio team, Sr Executive Assistant and operational staff.
Selection Criteria
Minimum tertiary education diploma and at least 5 years of relevant experience.
Strong English and Russian language skills (verbal and written). Kazakh language skills would be an advantage.
Ability to pass relevant Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.).
Previous experience with a multilateral/bilateral organization is an advantage.
Competencies
Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills in technology.
Project and task management - Exhibits good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
Institutional policies, processes, and procedures - Demonstrates knowledge of own department’s programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.
Versatility and adaptability - Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
Client Orientation (ACS) - Exhibits good communication skills, positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.
Learning, knowledge sharing and communication (ACS) - Has good knowledge of official unit’s language(s). Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
Business judgment and analytical decision making (ACS) - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.
Drive for Results - Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
