E T Temporary-Program Assistant needed at International Finance Corporation

Duties and Accountabilities:

Duties will include, but are not limited to:

• Provide full logistical, administrative, and executive support to business related activities, including: (i) organizing meetings/events/workshops/missions, (ii) 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, (iii) maintaining up-to-date work project and other files (both paper and electronic) and (iv) drafting a variety of routine documents, applying effective proofreading and grammar skills in English, (v) assisting in preparation of various presentation materials in power point, and arranging travel schedule.
• Providing high quality support to the departmental team, including scheduling of appointments, monitor documents for signature/approval; monitor and follow up on issues and priorities; handle incoming correspondence and internal and external queries; draft and handle routine correspondence.
• Providing primary assistance in the implementation of the teams work program, including some specialized support in a specific area(s), e.g. task management, Review Meeting set up and documentation, procurement, database management, information technology, editorial assistance, etc.
• Suggesting ways to enhance work organization and effectiveness.
• Exercising the quality enhancement function for project and other documents by ensuring adherence to departmental, and institutional guidelines.
• Serve as an information resource on status of projects/products and any news relevant to industry program; and draft a variety of standard project-related correspondence.
• Undertake ad hoc duties that may be assigned by the Principal Country Officer or the designated Country Office supervisor.
• Work will involve frequent interaction with the following: internal contacts: other VP units, World Bank as well as staff in all locations, locally and internationally.External contacts: Government Officials, Consultants, External Organizations, and other Service provider
• As the first line of contact with an extensive network of contacts, both internal and external visitors, callers and dignitaries, the Program Assistant will be expected to exercise judgment, tact and discretion in answering and or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters, making decisions when multiple courses of action are possible. 
• Follow-up with clients on project related issues, appointments, getting hold of documents. 
• Attend meetings, drafting minutes and ensuring timely clearance and distribution.
• Handle administrative and logistical arrangements for various events, such as senior official visits, visiting missions, conferences, workshops, retreats. Ensure timely submission and review of briefing materials and appropriate follow-up actions. 
• Process payments and expenses related to projects, consultants and events. Maintain liaison with local contractors and supplies concerning the provision of negotiated services. 
• Be accountable for the integrity of all projects documents and ensuring that the files of all projects are filed, organized and maintained in the right database.
• Coordinate and monitor work and activities to ensure IFC policies and management decisions and directives are properly carried out.
• Coordinate with other ACS for cross regional support. 
• Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application.
• Provide specialized support in a specific area(s), e.g. task management, procurement, database management, information technology, editorial assistance, etc.
• Act as back-up to other Administrative & Client Support (ACS) colleagues in the office in their absence or during a busy period.
• Undertake ad hoc duties that may be assigned by the Country Management Unit or the designated Country Office supervisor.

Selection Criteria

• Bachelors’ 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. Prior experience in any of the sectors where IFC operates (FIG, MAS, INR) is a plus.
• Previous relevant experience in a multinational organization and private sector experience is an asset.  
• Good knowledge of and demonstrated experience in administrative / operational support functions, including task management and major event planning and ability to apply relevant procedures, processes and systems.
• Excellent interpersonal and communication skills, with ability to interact diplomatically with clients and staff at all levels, recognized ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information. 
•  Excellent organizational, administrative and time management skills. Experienced working within tight deadlines and under pressure; flexibility to work overtime during peak periods on a short notice. 
• Effective analytical, research, and problem-solving skills. 
• Strong attention to detail and excellent communication skills.
• High degree of motivation, initiative, flexibility and reliability.
• Proactivity and capacity to apply a forward-looking vision to the office work.
• In-depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. 
• Demonstrated skills in retrieving, gathering and obtaining information from various sources (Internet, etc.) and pulling them together in a usable format.
• Excellent verbal and writing/editing skills in English including the ability to draft a variety of relevant correspondence and edit / translate materials using proper grammar, punctuation and style. 
• Ability and commitment to develop a positive and productive work environment.
• Excellent skill in preparing PowerPoint and other visual presentation tools. 
• Ability to handle time-sensitive assignments and to produce high quality work under pressure.
• Willingness to perform ad hoc tasks and to travel occasionally.

Competencies:

• Technology and systems knowledge – Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and /or data base management systems.  
• Client Orientation – Demonstrates positive client service attitude; ability to develop good working relationships with internal/external clients, and colleagues.  
• Drive for Results – Takes 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.  
• Knowledge, Learning and Communication – Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.