Role and responsibilities:

Most program assistants are responsible for performing general office duties such as answering phone calls, keeping records, data entry, addressing customer concerns, and so on. Additional responsibilities depend on the organization and industry.

Duties include and are not limited to:

• Providing high-quality support to the Teams, including scheduling of appointments, monitoring documents for signature/approval; filing; monitoring and follow-up of issues and priorities; handling incoming correspondence and internal and external queries; drafting and handling routine correspondence.
• Implementing office procedures and guidelines to ensure smooth and efficient business operations.
• Planning and managing the Unit’s support services and resources to meet the needs of the work program.
• Undertaking ad hoc and division/department-wide assignments,
• Updating and Monitoring the Industry Pipeline, ensuring all data on i-desk is accurate and up to date
• Managing and organizing Concept and Internal review meetings, ensuring all guidelines are met
• Drafts routine correspondence and proofreads materials using proper grammar, punctuation, and style.
• Incorporates agreed comments into documents, making full use of shared drives and software capabilities.
• Uses word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
• Coordinates schedules taking priorities into account monitor changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
• Solves non-routine problems (e.g. responds to requests requiring file search)
• Assist the team, as requested, in managing IFC processes related to ASOP, eConsultant, etc. for which training shall be provided
• Assists in preparation and logistical planning for various events e.g. conferences, workshops, negotiations, etc.
• In conjunction with and under guidance from staff in a specific discipline (i.e. Resource Management, etc) monitor specific activities, (i.e. task budget, etc) within their teams or clusters.
• Tracks assigned task/project, steps/timetables, coordinates with relevant staff, and provides assistance and/or information on project-related matters.
• Maintains current distribution lists, phone/address lists of projects and distributes documents for the team.
• Maintains up-to-date work unit project and other files (both paper and electric)
• Provide logistical support to visiting missions / Team / Unit
• Co-ordination of VCs and Tele-conferences
• Hotel and travel reservations, arranging FOREX for the team/unit
• Be well versed with IFC project management and other IT systems such as eConsultant ASOP, Travel Portal, SAP, etc and assist team members in handling issues related to these systems
• Be well versed with project management process from concept development to post-implementation and assist project teams in the project management process as needed
• Work as a backup to other ACS in the office as and when required.
• Any other duties, as required.

Selection Criteria

• Bachelor’s degree preferred or equivalent combination of education and experience.
• Minimum of five years of relevant experience.
• The high degree of motivation, initiative, flexibility, reliability, and handling concurrent tasks simultaneously.
• Quick learner, proactive, and self-starter. He/She should be able to work independently after a bit of mentoring.
• Dedicated team player with excellent organizational skills, ability to prioritize assignments, and willingness to learn about the team’s work, to be able to take on additional responsibility.
• Ability to adapt to changing business needs and produce high-quality work under pressure.
• Excellent organizational, administrative, and time management skills with proven ability to work quickly and efficiently under pressure.
• Ability to handle multiple tasks with critical deadlines under minimum supervision.
• Sound willingness to learn Bank’s procedures, especially, operational procedures and follow-up processes.
• Excellent communication skills in English, both written and verbal.
• Proficiency in the use of the Internet to research and retrieve data and information.
• Mature judgment, ability to produce high-quality work under tight deadlines.
• Good team player with excellent interpersonal and communication skills and able to interact tactfully with clients and staff at all levels inside and outside the Bank.
• Willingness to extend him/herself to meet deadlines.
• Thorough knowledge of all relevant computer software: Microsoft Word, Outlook, Excel, and PowerPoint.

Source:https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=14256&site=1