Program Assistant

Program Assistant

**Program Assistant**
Job #: req29684 Organization: World Bank Sector: Administration/Office Support Grade: GC Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: Singapore,Singapore Required Language(s): English Preferred Language(s): Closing Date: 10/15/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

**East Asia and the Pacific (EAP) Region**

The Singapore Office aims to combine the country's unique development experience and financial sector strengths with WBG's own practices-particularly in infrastructure finance, urban development and treasury services-to deliver better results to clients

The Office houses International Bank of Reconstruction and Development (IBRD), the International Finance Corporation (IFC) and Multilateral Investment Guarantee Agency (MIGA) staff working across World Bank Group (WBG) units to promote synergies across the WBG in energy and extractives, transport, ICT, urbanization, environment, agriculture, water, and treasury.

**Job duties and responsibilities**:
Key Tasks and Responsibilities will include but not limited to the following:

- Provide and carry out the full range office support work in a very demanding international work environment and work proactively with the team in planning and ensuring that unit calendars, travel, meetings, etc. are efficiently coordinated;
- Co-ordinate with service units; liaise frequently with team members in Singapore, Washington D.C. and other Country Offices, as well as external counterparts and may also be assigned responsibility for the aspect of the unit's administrative functions and also assist Front Office staff on mission.
- Assist in the organization and coordination of all manner of events related to Singapore Hub activities such as high-level visits, media events, workshops, conferences, trainings, meetings, including side events as required;
- Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information;
- Produce complex texts, reports, presentations, charts, graphs according to standard Bank formats and distribution;
- Draft correspondence and proofread materials; using proper grammar, punctuation, and style.
- Solve non-routine problems creatively and resourcefully; (e.g., responds to requests requiring file search, etc.).
- Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters and ensure proper dissemination of documentation;
- Maintain and update contacts lists, current distribution list, the filing system, program or unit files (both paper and electronically) and ensure the general efficient functioning of the assigned team.
- Perform other tasks that may be assigned by the supervisor
- The Program Assistant will work closely with the Manager, Environment and Natural Resources, World Bank Group Singapore.
- Operate with efficiency, responsiveness, and proactive, anticipating needs and finding solutions.
- Prioritize effectively with sensitivity to deadlines. Maintain the distribution lists for the units and support the Practice Manager and staff with scheduling meetings. Assist the Practice Manager with calendar management.
- Assist teams and the Practice Manager with organizing knowledge events, monthly unit meetings, retreats, and workshops.
- Assist the PM with a wide range of day-to-day coordination tasks, including retrieving information from RM reports to support the task of overseeing unit's budget and WPA. reviewing budget allocation to ensure funds in temporary codes are properly allocated, join regular RM meetings with Resource Management Officers to ensure close monitoring of resource allocation.
- Onboarding of new staff members and familiarizing them with bank policies and processes.
- Serving as TRS and LARS coordinator.
- Undertake additional responsibilities as assigned by the Practice Manager.

Selection Criteria
- Minimum Education/Experience: High school diploma with 7 years of experience or Bachelor's degree and 5 years of experience
- Previous experience with a project team and good knowledge of the World Bank policies and procedures.
- Outstanding interpersonal and communication skills, with ability to effectively interact with internal and external clients and staff at all levels.
- Proven high degree of flexibility and reliability, and a demonstrated capacity to handle variety of multiple concurrent activities, to prioritize and balance competing demands under pressure, while maintaining attention to detail.
- Demonstrated ability to work independently, respond to, and deal effectively in diverse situations with good judgment, discretion, and diplomacy in handling confidential and sensitive matters.
- Proficiency in advanced functions of standard Bank technology packages, i.e., SAP, Outlook, Excel, intranet, etc.
- Proven t