Overview
The Program Assistant will provide a wide range of support to the Joint Representation Office and WBG teams, managing priorities, workflow, and correspondence to ensure the smooth delivery of services.
Key Responsibilities
- Perform with a high degree of efficiency, discretion, autonomy and professional judgment to provide a wide range of assistances to the RR and JRO teams, especially in the areas of managing priorities, and workflow; screening of all in-coming documents; screening, prioritizing and following up on emails, with a high degree of autonomy, as well as correspondences of WBG teams to ensure the smooth delivery of services.
- Ensure all documents requiring signature are of high quality and adhere to administrative operational guidelines. Routinely prepare correspondence on a range of topics on behalf of the Operations Officer and/or RR and prepare minutes of meetings.
- Keep abreast of and maintain sufficient working knowledge of the tasks being performed in each WB GP / IFC unit with an ability to independently respond to inquiries and exercise strategic thinking and decision-making skills to address clients within and outside the Bank.
- Use judgment, tact, diplomacy, and discretion in answering and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters; make decisions when multiple courses of action are possible.
- Gather and collate materials and prepare mission/event briefing materials and binders for the RR and Operations Officer as need be.
- Ensure smooth operation of office and administrative support by maintaining and coordinating general office procedures and guidelines with support of the program and team assistants and ensuring their dissemination to enable efficiencies and consistency across the front office. Identify potential areas for improvement of FO admin support to the CO and develop solutions, in coordination with the FO admin staff.
- Inspire trust by keeping others informed via timely dissemination of relevant information, reports, etc.
- Establish and maintain an effective network of contacts both within Djibouti, MNC03 and throughout the Bank Group to ensure effective liaison in support of business needs.
- Drafts, reviews, edits, provide quality control of internal and external documents; reviews documents for accuracy and adherence with World Bank guidelines and procedures;
- Coordinate schedules and agendas of operational teams taking priority into account, monitors changes, and communicates the information to staff inside and outside the immediate work unit, including officials outside the bank;
- Capacity to assist in logistical preparation of missions, conferences, seminars, workshops, review budgetary scope, build a database of participants and may be asked to draft event reports, if need be; support other logistics if need be;
- Maintain up-to-date work unit project and other files (both paper and electronic; current distribution lists; phone/addresses list of project/product contacts, and distributes documents for relevant task teams to the main data;
- Assist with any other administrative matters for Djibouti JRO
- Back-up other ACS in the office when needed.
Required Experience
Minimum of seven years of relevant experience with demonstrated experience to supervise work of other admin staff, maturity and professionalism. Experience with international organizations highly valued. Externally recruited candidates must have demonstrated capacity to multitask in a fast-moving space, and the ability to quickly grasp the Bank's procedures/rules/processes, and a commensurate level of maturity/years of managing diverse work environments.
Qualifications
Bachelor’s degree or equivalent combination of education and experience.
