Program Assistant

International Finance Corporation(IFC), Singapore City, Singapore

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
17th July, 2015


Job Description

Duties and Accountabilities:

Responsibilities include (but not limited to):

• Providing full logistical and secretarial support to business related activities, including: (i) arranging travel schedule; (ii) organizing meetings/events/workshops, (iii) coordinating schedules taking priorities into account, monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit, including IFC stakeholders, (iv) maintaining up-to-date work unit project and other files (both paper and electronic) and (v) translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and local language.; and assisting in preparation of various presentation materials in power point.
• Providing primary assistance in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g. task management, database management, editorial assistance, procurement, etc.
• Assisting Managers/Transaction Leaders in managing stakeholder relationships, which includes both internal and external IFC clients.
• Assisting clients and partners in implementation of marketing and communications plans/ strategies for Program. This includes assisting in development of content for brochures, press kits, web pages and other channels.
• Identifying and resolving diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining an appropriate application.
• Understanding of IFC guidelines and procedures for project cycles; serving as information resource on status of projects. Ensuring effective filing of a variety of documents and correspondence, including primary project information, appropriate clearances, uploading and downloading documents in iDesk/ASOP etc.
• Serving as an information resource on status of project/products (e.g. procurement, contract management, portfolio monitoring & reporting) and drafting a variety of correspondence.
• Undertaking ad hoc inquiries in standard and non-standard databases. Retrieving, maintaining and presenting data.
• Attending meetings and participating in field work and other program activities as may be required by the Manager/Transaction Leaders.
• Suggesting ways to enhance work organization and effectiveness.
• Attending meetings, drafting minutes and ensuring timely clearance and distribution.
• Working closely with other ACS staff in the office and providing back-up support to other program assistants.
• Mentoring less experienced supporting staff, proactively sharing knowledge and information, promoting cooperation within ACS community and suggesting ways of enhancing efficiency.

Selection Criteria:

• Bachelor degree with at least 5 years of relevant experience, with solid knowledge of IFC / WBG operational procedures (preferred) or demonstrated strong capability to understand and implement corporate policies and Procedures.
• Excellent written communication skills, ability to draft a variety of correspondence and edit materials independently.
• Experienced working within tight deadlines and under pressure; flexibility to work overtime during peak periods on a short notice.
• 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 high level of discretion in dealing with confidential and sensitive matters.
• 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.
• Only applicants selected for interview will be contacted.

 


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