Senior Program Assistant
Apply NowCompany: The World Bank Group
Location: Washington, DC 20011
Description:
Senior Program Assistant
Job #:
req31758
Organization:
World Bank
Sector:
Administration/Office Support
Grade:
GD
Term Duration:
4 years 0 months
Recruitment Type:
Local Recruitment
Location:
Washington, DC,United States
Required Language(s):
English
Preferred Language(s):
Spanish, French
Closing Date:
2/23/2025 (MM/DD/YYYY) at 11:59pm UTC
Description
Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Please visit www.worldbank.org.
The Pandemic Fund is a collaborative, multi-stakeholder partnership among donor countries, co-investors (countries that are eligible to receive funding from the Pandemic Fund), MDBs, other international organizations, philanthropies, foundations and civil society organizations. The Fund finances critical investments to strengthen pandemic prevention, preparedness, and response capacities at national, regional, and global levels, with a focus on low- and middle-income countries. The Fund's Secretariat is hosted by the World Bank.
The Secretariat is looking for an experienced, energetic, resourceful, and qualified Senior Program Assistant to provide office and administrative support and assist with the overall coordination across workstreams.
Duties and Accountabilities
As the Pandemic Fund Secretariat grows, both in terms of staffing and operations, the Secretariat is looking for an experienced, energetic, resourceful, and qualified individual to oversee and provide comprehensive office and administrative support and the overall coordination of administrative tasks across workstreams. Working closely with the Executive Head, Deputy Executive Head and other members of the Secretariat, as well as with internal and external stakeholders, the Senior Program Assistant would be expected to:
Coordinate and schedule in-person and virtual meetings (including booking conference rooms, creating WebEx/MS Teams/Zoom meetings, processing visitor passes for external visitors, sending calendar invitations etc.) , create travel requests, and make travel arrangements, prioritizing as needed.
Monitor and screen the Pandemic Fund Secretariat's mailboxes and ensure appropriate routing of correspondence, documents, and information to the corresponding team members.
Independently respond to extensive and diverse external/internal inquiries and general requests in a timely and professional manner, by drafting and formatting standard and routine correspondence using proper Bank standards.
Process Short Term Consultant (STC), Short Term Temporary (STT) contracts and Purchase Orders (PO) through the Admin Portal, submit RFx requests on behalf of Task Team Leaders for the procurement of consulting services follow-up on contract expirations and extensions, as well as POs, and ensure that STC/STT contracts and POs are closed by the end of the fiscal year. Perform quality control for all complex firm contracts, providing guidance and participating in selection processes.
Serve as the Secretariat's office and move coordinator, representing the Secretariat in meetings with GGH office coordinators and GCS, and regularly update the Executive Head and Deputy Executive Head on office movements and assignments. Oversee any construction and changes as needed to enhance the office space and ensure all staff are placed.
Ensure the smooth onboarding of all new staff and consultants (UPI, extension, workstation, computer, business cards, ID, etc.) and coordinate transitions with staff and the Secretariat leadership.
Assist in the planning and coordination of in-person and virtual Board Meetings, Technical Advisory Panel Retreats and outreach and communications events, including, venue selection, catering, security, other hospitality provisions, process vendors' payments, etc.
Handle the unit's PCard and EventCard in accordance with the World Bank's policies and guidelines.
Assist in the monitoring of the unit's budget, ensuring accurate recording of expenses and adherence to policies, identifying problems and discrepancies and actively pursuing solutions.
Act as the unit's TRS and LARS Coordinator.
Ensure that the Secretariat's SharePoint is up-to-date and that documents are filed in accordance with the unit's guidelines.
Liaise with teams/staff for information and follow-up to facilitate decision making. Support and work collaboratively with internal units as well as with external partner organizations.
Carry out other tasks, as needed.
Selection Criteria
Bachelor's degree diploma and at least 7 years of relevant experience or equivalent combination of education and experience.
Superior leadership, team-building skills and recognized ability to coach and mentor staff.
Demonstrated knowledge of World Bank Group administrative, operational and human resource policies and procedures and ability to communicate these to others.
Extensive knowledge of office suites (e.g. Microsoft Office) and World Bank's Applications and tools (AdminPortal, SAP, Travel, ePayables, eServices, EMS, etc.)
Demonstrated excellence in administrative and organizational skills and quality enhancement of office support services. Experience working under pressure, handling concurrent activities, and establishing priorities in a fast-paced environment.
Demonstrated extensive experience in event planning and coordination.
Demonstrated extensive experience in successfully coordinating complex tasks and interacting with multiple stakeholders.
Demonstrated good judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature.
Good oral and written communications skills and ability to draft a variety of correspondence, and to proofread and edit materials.
Demonstrated problem-solving skills and ability to independently respond to diverse inquiries and make decisions based on own knowledge of the job when multiple courses of action are possible.
Excellent interpersonal skills and a proven ability to work effectively in a team-oriented, multicultural environment and function as an effective team member in various settings.
High degree of motivation, initiative, flexibility, reliability, and a positive attitude.
Language skills: Excellent written and spoken English is essential. Ability to work professionally in Spanish and/or French (speak, read, write, including drafting correspondence) would be an advantage but is not essential.
Required Competencies:
Office management - Ability to organize, coordinate, and monitor the distribution of work and task prioritization.
Project and task management - Proven superb organizational skills and ability to plan and prioritize own work and the work of internal clients with minimal supervision.
Technology and systems knowledge - Exhibits excellent knowledge of Microsoft office application and proficiency or technology or/and systems relevant to functional area. Able to coach less experienced staff on appropriate technology and techniques.
Multitasking and proactiveness - Ability to work with different requests from internal and external clients, meeting deadlines and providing quality work for all tasks requested. Being proactive and addressing issues before they present.
Drive for Results - takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative functions, and people-the ability to apply and guide others in policy practice.
Versatility and adaptability - Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology. Can proactively identify, prevent and/or solve problems. Ability to participate in change activities and initiatives.
Create, apply, and share knowledge.
Make intelligent decisions - Identifies information needed to support conclusions and interprets a wide range of information and World Bank Group Core Competencies
Team Leadership (ACS) - Able to support team members, giving instructions when necessary to improve work performance and promote collaboration within the team. Able to organize and/or conduct training for team members on procedures, policies, and work activities.
Collaborate Within Teams and Across Boundaries - Initiates collaboration beyond the team, ability to give one's perspective and willingly receive diverse perspectives.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.
Job #:
req31758
Organization:
World Bank
Sector:
Administration/Office Support
Grade:
GD
Term Duration:
4 years 0 months
Recruitment Type:
Local Recruitment
Location:
Washington, DC,United States
Required Language(s):
English
Preferred Language(s):
Spanish, French
Closing Date:
2/23/2025 (MM/DD/YYYY) at 11:59pm UTC
Description
Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Please visit www.worldbank.org.
The Pandemic Fund is a collaborative, multi-stakeholder partnership among donor countries, co-investors (countries that are eligible to receive funding from the Pandemic Fund), MDBs, other international organizations, philanthropies, foundations and civil society organizations. The Fund finances critical investments to strengthen pandemic prevention, preparedness, and response capacities at national, regional, and global levels, with a focus on low- and middle-income countries. The Fund's Secretariat is hosted by the World Bank.
The Secretariat is looking for an experienced, energetic, resourceful, and qualified Senior Program Assistant to provide office and administrative support and assist with the overall coordination across workstreams.
Duties and Accountabilities
As the Pandemic Fund Secretariat grows, both in terms of staffing and operations, the Secretariat is looking for an experienced, energetic, resourceful, and qualified individual to oversee and provide comprehensive office and administrative support and the overall coordination of administrative tasks across workstreams. Working closely with the Executive Head, Deputy Executive Head and other members of the Secretariat, as well as with internal and external stakeholders, the Senior Program Assistant would be expected to:
Coordinate and schedule in-person and virtual meetings (including booking conference rooms, creating WebEx/MS Teams/Zoom meetings, processing visitor passes for external visitors, sending calendar invitations etc.) , create travel requests, and make travel arrangements, prioritizing as needed.
Monitor and screen the Pandemic Fund Secretariat's mailboxes and ensure appropriate routing of correspondence, documents, and information to the corresponding team members.
Independently respond to extensive and diverse external/internal inquiries and general requests in a timely and professional manner, by drafting and formatting standard and routine correspondence using proper Bank standards.
Process Short Term Consultant (STC), Short Term Temporary (STT) contracts and Purchase Orders (PO) through the Admin Portal, submit RFx requests on behalf of Task Team Leaders for the procurement of consulting services follow-up on contract expirations and extensions, as well as POs, and ensure that STC/STT contracts and POs are closed by the end of the fiscal year. Perform quality control for all complex firm contracts, providing guidance and participating in selection processes.
Serve as the Secretariat's office and move coordinator, representing the Secretariat in meetings with GGH office coordinators and GCS, and regularly update the Executive Head and Deputy Executive Head on office movements and assignments. Oversee any construction and changes as needed to enhance the office space and ensure all staff are placed.
Ensure the smooth onboarding of all new staff and consultants (UPI, extension, workstation, computer, business cards, ID, etc.) and coordinate transitions with staff and the Secretariat leadership.
Assist in the planning and coordination of in-person and virtual Board Meetings, Technical Advisory Panel Retreats and outreach and communications events, including, venue selection, catering, security, other hospitality provisions, process vendors' payments, etc.
Handle the unit's PCard and EventCard in accordance with the World Bank's policies and guidelines.
Assist in the monitoring of the unit's budget, ensuring accurate recording of expenses and adherence to policies, identifying problems and discrepancies and actively pursuing solutions.
Act as the unit's TRS and LARS Coordinator.
Ensure that the Secretariat's SharePoint is up-to-date and that documents are filed in accordance with the unit's guidelines.
Liaise with teams/staff for information and follow-up to facilitate decision making. Support and work collaboratively with internal units as well as with external partner organizations.
Carry out other tasks, as needed.
Selection Criteria
Bachelor's degree diploma and at least 7 years of relevant experience or equivalent combination of education and experience.
Superior leadership, team-building skills and recognized ability to coach and mentor staff.
Demonstrated knowledge of World Bank Group administrative, operational and human resource policies and procedures and ability to communicate these to others.
Extensive knowledge of office suites (e.g. Microsoft Office) and World Bank's Applications and tools (AdminPortal, SAP, Travel, ePayables, eServices, EMS, etc.)
Demonstrated excellence in administrative and organizational skills and quality enhancement of office support services. Experience working under pressure, handling concurrent activities, and establishing priorities in a fast-paced environment.
Demonstrated extensive experience in event planning and coordination.
Demonstrated extensive experience in successfully coordinating complex tasks and interacting with multiple stakeholders.
Demonstrated good judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature.
Good oral and written communications skills and ability to draft a variety of correspondence, and to proofread and edit materials.
Demonstrated problem-solving skills and ability to independently respond to diverse inquiries and make decisions based on own knowledge of the job when multiple courses of action are possible.
Excellent interpersonal skills and a proven ability to work effectively in a team-oriented, multicultural environment and function as an effective team member in various settings.
High degree of motivation, initiative, flexibility, reliability, and a positive attitude.
Language skills: Excellent written and spoken English is essential. Ability to work professionally in Spanish and/or French (speak, read, write, including drafting correspondence) would be an advantage but is not essential.
Required Competencies:
Office management - Ability to organize, coordinate, and monitor the distribution of work and task prioritization.
Project and task management - Proven superb organizational skills and ability to plan and prioritize own work and the work of internal clients with minimal supervision.
Technology and systems knowledge - Exhibits excellent knowledge of Microsoft office application and proficiency or technology or/and systems relevant to functional area. Able to coach less experienced staff on appropriate technology and techniques.
Multitasking and proactiveness - Ability to work with different requests from internal and external clients, meeting deadlines and providing quality work for all tasks requested. Being proactive and addressing issues before they present.
Drive for Results - takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative functions, and people-the ability to apply and guide others in policy practice.
Versatility and adaptability - Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology. Can proactively identify, prevent and/or solve problems. Ability to participate in change activities and initiatives.
Create, apply, and share knowledge.
Make intelligent decisions - Identifies information needed to support conclusions and interprets a wide range of information and World Bank Group Core Competencies
Team Leadership (ACS) - Able to support team members, giving instructions when necessary to improve work performance and promote collaboration within the team. Able to organize and/or conduct training for team members on procedures, policies, and work activities.
Collaborate Within Teams and Across Boundaries - Initiates collaboration beyond the team, ability to give one's perspective and willingly receive diverse perspectives.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.