Overview
The Program Assistant will undertake diverse and complex work assignments under general supervision, contributing to the achievement of the expected work program. The role involves proactive time, travel, and calendar management, coordinating complex travel arrangements, and organizing briefing materials.
Key Responsibilities
- Responsible for proactive time, travel and calendar management for PM(s), including prioritization and resolution of conflicts.
- Coordinating complex travel arrangements, including mission planning, visas, itineraries, and logistics.
- Organizing briefing materials, presentations, and correspondence for meetings and missions.
- Ensuring timely follow-up on actions and decisions from meetings and commitments.
- Maintaining strict confidentiality of all sensitive and strategic information.
- Ensures quality assurance and operational accuracy of all documents requiring the PM(s) signature.
- Provides regular reports to the PM(s) on portfolio content and quality.
- Monitors and tracks portfolio-related deadlines and prompts the PM and team members for action.
- Regularly organizes unit meetings and related agendas and documents.
- Regularly connects with the RPD’s Senior Program Assistant to understand and manage critical priorities for the unit.
- Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible.
- Keeps relevant parties informed of actions taken by the PM(s) by providing pertinent information, reports or status updates.
- Supports the PM(s) in ensuring that management decisions are properly communicated, carried out and delivered in a timely manner.
- Stays informed on technological, administrative and procedural developments as introduced by the World Bank Group; makes sure all staff in the unit are informed.
- Contributes to office administration, maintains and updates contact lists, the filing system, and ensures the general efficient functioning of the unit, including ordering supplies and materials needed for the smooth running of the Office and any other necessary tasks.
- Works across multiple time zones to ensure connectivity with the unit staff in all locations.
Required Experience
- Minimum of 5 years of experience, or an equivalent combination of education and experience.
- In-depth knowledge of relevant World Bank Group policies and practices, for example fiduciary policies, operational procedures and practices, trust fund tools and policies, travel rules, and procurement and payment of vendors, etc.
Qualifications
- High school diploma.
- Bachelor’s degree highly desired.
