Program Assistant at World Bank Group

Roles & Responsibilities: 

Key roles and responsibilities include but are not limited to the following:

•  Provides quality control of internal and external documents; reviews documents for accuracy and adherence with IFC and World Bank guidelines and procedures;
•  Assists staff for the drafting, editing, formatting, and production of documents and correspondence;
•  Coordinates schedules taking priority into account, monitors changes, and communicates the information to staff inside and outside the immediate work unit, including officials outside the bank;
•  Solves non-routine problems (e.g. responds to requests requiring research to address query at hand, etc);
•  Assists in preparation of conferences, seminars, workshops, analyze budgetary scope, build a database of participants and draft event reports, etc.;
•  Maintains current distribution lists, phone/addresses list of project/product contacts, and distributes documents for relevant task teams to the main data;
•  Maintains up-to-date work unit project and other files (both paper and electronic);
•  Corresponds with vendors to solicit price quotes for supplies and make hotel reservations in accordance with World Bank Group policy;
•  Manages logistics requests for the visiting missions of the units;
•  Collaborates with other team members and contributes productively to the team’s work and output Fully involves others in the work of the team;
•  Handles bookings for business travels; obtains tickets from the travel agency, requests visas for staff;
•  Provide primary assistance to the Finance officer including specialized support accounting and SAP related operations;
•  Assist with any other administrative matters in the Eastern Africa sub-region or corporate initiatives;
•  Back-up other ACS in the office and in the region when needed; 
•  Undertake ad hoc duties that may be assigned by the Supervisor, or the designated Task Team Lead.

Selection Criteria

•  Minimum of Bachelors’ degree and/ college diploma with a minimum of 5 years relevant work experience in similar role, preferably in a large international organization;
•  Excellent organizational, administrative and effective time management skills;
•  Demonstrated ability to organize, prioritize, schedule, plan and coordinate work and other activities internally and externally;
•  Strong attention to detail and to maintaining high quality standards;
•  Ability to produce high quality work under pressure;
•  Proven ability to create and work in a team-oriented, multi-cultural environment, to perform effectively in a constantly changing environment with competing activities and demands, and to effectively serve as a team member in various groups;
•  Demonstrated ability to organize and implement projects and tasks, set priorities, coordinate and monitor assignments to maximize efficiency and quality;
•  Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy;
•  Effective analytical, research and problem-solving skills and ability to work independently and make judgments and decisions with minimal supervision;
•  Strong communication skills in English (verbal and written), including ability to draft, proofread and edit correspondences and ensure quality of written outputs;
•  Demonstrated ability to respond and deal effectively with diverse situations which require good judgment, tact, diplomacy and confidentiality;
•  Good computer skills; proficiency with various software technologies such as MS Office, Outlook, One Drive and other standard office productivity software.  Ability to learn quickly new software applications.
•  High degree of motivation, initiative, flexibility, and reliability.
• 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 providers