Program Assistant at World Bank Group

The World Bank is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced and culturally diverse environment, to work as a Program Assistant based in Nairobi, Kenya.  The Program Assistant will support work covering the countries of Eastern and Southern Africa. 

The successful candidate will work under the leadership of the Senior Regional Advisor with the day to day supervision of the Senior Executive Assistant and the respective Cluster/Sector/Task Team Leaders (TTLs) who provide supervision and guidance to the ACS (Administrative and Client Support) staff. The selected candidate will provide administrative and client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations.

Roles & Responsibilities: -

The selected candidate will be assigned to support a set of sectors, as well as for tasks associated to the Unit’s overall work program for which ad-hoc support may be needed from time to time, the Program Assistant will be expected to:

• Extensively coordinate with other Bank group units and frequently liaise with team members regardless of location, and external counterparts.
• Provide primary assistance in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g. database management, knowledge management and information technology, document portal, etc.
• Identify and resolve diverse issues/problems as they arise, which often require interpretation of existing procedures and processes and independently determine the appropriate application.
• Suggest ways to enhance work organization and effectiveness.
• Exercise quality enhancement function for emails, as well as project and other documents by ensuring adherence to departmental, VPU and institutional guidelines.
• Participate in developing project/product time lines, using appropriate software.
• Attend meetings, draft minutes and ensure timely clearance and distribution.
• Monitor task budget/trust funds for specific projects on behalf of the team.
• Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data.
• Participate in mission field work as required.
• Manage the schedule of the unit staff, particularly that of the Senior Regional Advisor, taking priorities into account.Set up meetings, and monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank group.
• Assist in preparation and logistical planning for various events, e.g. conferences, workshops, training sessions, negotiations, missions, etc.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Maintain up-to-date work unit project and other files (both paper and electronic).
• Responsible for submitting travel requests, following up on approvals, and arranging bookings through designated office travel agent.
• Mentor less experienced staff.
• Undertake ad-hoc assignments and provide support to other staff in the unit as required.

Selection Criteria

• Minimum Education/Experience: High school diploma or Diploma in Secretarial Studies or Diploma in Business Administration from a recognized institution with 5 years of experience, or equivalent combination of education and experience. Bachelor’s degree preferred.

Competencies

Required 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 as technology.
• Project and task management Exhibits good organizational, problem-solving 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 Job Details 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 Exhibits positive and professional client service attitude; is able to understand clients' needs and complete them professionally.
• 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 Has good knowledge of official unit's language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit.
• Business Judgment and Analytical Decision Making 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.