E T Temporary - Program Assistant

Description

The Managing Director and WBG Chief Administrative Officer (MDCAO) oversees the corporate units that deliver core services to the entire WBG, including coordination on strategy development and monitoring, budget planning, information and technology (IT), real estate management, corporate security, general services, health and safety, corporate procurement, and corporate risk management, and also provides leadership to the Global Business Centers in Chennai (India) and Sofia (Bulgaria). The MDCAO is also responsible for the provision of administrative support to the Sanctions System. In addition, as a member of the WBG’s senior leadership team, the MDCAO contributes to all strategic discussions.

• Provide high-quality administrative and logistical support to the MDCAO, the Director of Strategy and Operations (DSO), and the other MDCAO Front Office staff to support the efficient and effective functioning of the Front Office, including organizing and distributing daily briefing books and mission briefings, managing calendars, handling internal and external phone and email inquiries, preparing routine correspondence, and providing basic research support.

• Liaise closely and effectively with internal and external stakeholders to facilitate the coordination and execution of activities and ensure the efficient flow of information and communication.

• Support mission arrangements, including preparing and distributing mission itineraries and briefing materials; coordinating meeting schedules, travel and visa requests; and supporting office logistics and security arrangements.

• Coordinate logistical arrangements for meetings, conferences, workshops, and other events at Headquarters.

• Provide professional reception and hospitality support for visitors and guests to the MDCAO Front Office, including coordinating arrivals and meeting arrangements and welcoming and directing guests.

• Handle sensitive and confidential correspondence and information with discretion.

• Maintain up-to-date distribution and contact lists and support the distribution of documents and materials for the team.

• Support the smooth day-to-day functioning of the Front Office, including monitoring office supplies, equipment, and coffee/tea facilities and coordinating with Facilities Management and other relevant teams to address issues in a timely manner.

• Undertake other administrative and logistical responsibilities as assigned by MDCAO Front Office staff, including the Senior Executive Assistant, as well as other tasks as mutually agreed.

• Act as back-up to the Senior Executive Assistant as needed.

Selection Criteria

• High school diploma or equivalent, with at least seven years of relevant experience, or an equivalent combination of education and experience.

• Broad knowledge of World Bank Group organization and work programs is preferred.

• Ability to learn processes and procedures quickly.

• Excellent administrative and organizational skills. Experience working under pressure, handling concurrent activities, and establishing priorities. Ability to independently manage multiple assignments with minimal supervision, prioritizing and coordinating with team members to resolve competing demands.

• Strong sense of ownership and accountability for meeting deadlines and achieving agreed-upon results, with a strong sense of urgency and the ability to deliver high-quality work within tight deadlines.

• Excellent attention to detail and accuracy, and sound judgment in recognizing matters requiring urgency, sensitivity, or confidentiality.

• Strong ability to collaborate effectively with colleagues and contribute productively to the team’s work, demonstrating openness, tolerance, respect for different points of view, and a collaborative mindset.

• Demonstrated discretion in dealing with confidential materials. An understanding of the World Bank Group’s information classification policies is preferred.

• Ability to interact with both internal and external clients with discretion and diplomacy, and to resolve client-related issues.

• Excellent English grammar and spelling, with strong proofreading and copyediting skills.

• Knowledge of protocol is preferred.

• Excellent proficiency in Microsoft Office applications, particularly Word, including the ability to format complex documents, as well as strong Excel and PowerPoint skills. Willingness and ability to learn new programs and applications as needed.

• Demonstrated ability to retrieve, gather, and synthesize information from various sources.

• Flexibility with working hours and willingness to work extended hours at short notice, as required.

• Judgment and problem solving: Ability to assess situations appropriately, identify issues, exercise sound judgment, propose practical solutions, and determine when matters require escalation.

• Initiative and resourcefulness: Ability to anticipate needs, take initiative, work proactively, and follow through on assignments and issues to completion, with a strong sense of urgency and commitment to meeting deadlines.

• Service orientation: Strong commitment to providing timely, responsive, and high-quality support, with an understanding of the demands and standards of a senior Front Office environment.

• Adaptability and resilience: Ability to remain effective in a dynamic, fast-paced environment, respond constructively to changing priorities and unexpected demands, and adapt quickly to new requirements.

• Learning agility: Ability and willingness to quickly learn and apply new processes, systems, procedures, and ways of working. Knowledge of WBG policies, processes, and administrative procedures is preferred.

• Communication: Ability to communicate clearly, professionally, and appropriately with a wide range of internal and external stakeholders and tailor communications to the audience and circumstances.

• Demonstrate the ability to collaborate effectively across teams, disciplines, cultures, and institutional boundaries.

• Responsibly leverage digital and AI-enabled tools to enhance productivity, learning, and decision-making.

• Bring experience working in fragile, conflict-affected, and violent (FCV) contexts and are encouraged to highlight relevant experience in their application materials, where applicable.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results..

World Bank Group Core Competencies

As per WBG policy, an Extended Term (ET) appointment is subject to a lifetime maximum of three (3) years. Former and current ET staff who have completed or are in the process of completing their third-year ET appointment are not eligible for future ET appointments.

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.