Senior Program Assistant

**Senior Program Assistant**

**Job #**:

- req33517

**Organization**:

- IFC

**Sector**:

- Administration/Office Support

**Grade**:

- GD

**Term Duration**:

- 3 years 0 months

**Recruitment Type**:

- Local Recruitment

**Location**:

- Singapore,Singapore

**Required Language(s)**:

- English

**Preferred Language(s)**:
**Closing Date**:

- 7/1/2025 (MM/DD/YYYY) at 11:59pm UTC

**Description**

IFC’s Singapore office is looking to recruit a Senior Program Assistant who will provide a full range of executive support to the Financial Institutions Group (FIG) Regional Industry Director for Asia & Pacific region. The Senior Program Assistant’s responsibilities include administrative management and coordination, quality assurance (i.e. documents, processes, etc.), liaison with internal and external executives, and general research and reference work. S/he will also play a lead coordination role with other Administrative Client Support (ACS) staff in the Asia & Pacific region. This role requires a motivated and mature individual who can successfully work with teams across departments and geographies.

**Roles and Responsibilities**:

- Responsible for time management and scheduling, including (i) monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit; (ii) effectively prioritizing and resolving related conflicts from competing departments; and (iii) performing desktop research and presentations for speaking engagements, interviews, media and communications etc. Ensure appropriate follow-through on administrative actions, decisions and commitments made by Management by working with parties responsible for implementation.
- Provide full logístical and secretarial support, including (i) arranging travel schedules; (ii) organizing senior management visits, meetings and knowledge-sharing events; (iii) maintaining up-to-date work unit projects and other files (both paper and electronic); (iv) providing primary assistance in the implementation of the office’s work program, including task management, filing and database management for record-keeping, editorial assistance and other general administrative tasks etc.
- Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style. Using word processing or desktop publishing skills to produce text, reports, figures, graphs, etc., according to standard formats. Incorporating agreed comments into documents, making full use of shared drives and software capabilities.
- Making travel arrangements for the team, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc. Coordinating with travel agency and other regional offices to ensure that logístical arrangements for the trips are well planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions
- Developing shared tracking tools and disseminate knowledge and best practices to ensure the efficient delivery of administrative and support services.
- Organizing office and business-related events and training programs, including procurement, contract management, processing vendor invoices and purchase orders, F&B catering, invitations, RSVPs, registrations, travel-related and visa arrangements for overseas participants, and coordination with Facilities and IT team on logístical set-up.
- Tracking assigned tasks/project steps/timetables, coordinating with relevant staff, and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit projects and other files (both paper and electronic).
- Participating in regular ACS staff meetings and sharing responsibility with other ACS team members to prepare agendas, chair meetings and share relevant information. Providing updates and follow up on any identified action items. Promoting cooperation within ACS community and suggesting ways to enhance work organization and effectiveness.
- As part of a co-located (World Bank, IFC and MIGA) office in Singapore, works collaboratively with ACS staff across all WBG offices.
- Providing back-up support to other ACS peers in their absence or during periods of heavy workload.
- Undertaking any other tasks assigned by Country Manager to support the local office and business needs.

**Selection Criteria**
- Bachelor’s degree with minimum 8 years of relevant experience.
- Excellent written and oral communication skills, ability to draft a variety of correspondences and edit materials independently.
- Experienced working within tight deadlines and under pressure; the flexibility to work overtime during peak periods on short notice.
- Ability to work and coordinate with teams across remote locations.
- Demonstrated capacity to multitask and prioritize workload, work with mínimal supervision with initiative and resourcefulness.
- Ability to follow through team’s priorities and respond to requests for info