Senior Program Assistant Vacancy at World Bank

Overview:

World Bank is hiring an experienced Senior Program Assistant at their Mumbai, India location. The Responsibility for Senior Program Assistant will report to the Country Manager and provide a full range of executive support functions, to include administrative management and coordination, quality assurance (i.e. documents, processes, etc.), liaison with external officials and contacts, and general research and reference work. They may also be delegated a role in guiding and advising Administrative Client Support staff in the department, and lead coordination role within the front office.

The complete details of this job are as follows:

Roles and Responsibilities

• Responsible for time management and scheduling including
  • (i) effective prioritizing and resolving related conflicts and competing departments; and
  • (ii) monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit, including IFC stakeholders
• Provide full logistical and secretarial support to the country front office, including:
  • (i) arranging travel schedules;
  • (ii) organizing meetings, senior management visits, 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 front office’s work program, including task management, database management, editorial assistance, procurement matters, and other general administrative tasks etc
• Undertake representational duties to include serving as the first point of contact and liaison with clients and officials both inside (including coordination with the World Bank office, other regional country offices, Headquarters, etc.) and outside the Bank Group
• Provide effective general research support and utilize all relevant computer software to retrieve, maintain and manipulate data as needed
• Independently respond to diverse inquiries and makes decisions when multiple course of action are possible
• Coordinate and monitor multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner
• Ensure the quality of documents requiring the Country Manager or equivalent manager’s approval and/ or signature
• Keep others informed by providing relevant information, reports or status updates
• Drafts/ finalizes correspondence on a range of topics and prepares minutes of meeting
• Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/ teams/ task forces, across Bank Group offices
• Accountable for the smooth operation of the office support work and related systems within the country front office by assuming primary responsibility for organizing and coordinating workflow
• As country offices, first point of contact with HR, coordinates closely with HR colleagues on a range of issues, including internal/ external recruitment of Administrative Client Support staff (and in some instances consultants/ temporary staff), review of job posting/ grading/ selection communication/ processes)
• May be delegated responsibility to recruit, coach and train other Administrative Client Support staff
• Help to establish an environment where collaboration among team members are promoted and participate in knowledge sharing and dissemination.

Selection Criteria:

• Must have 8-10 years of experience or equivalent combination of education and experience
• Excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Demonstration of initiative in learning and/or supporting implementation of emerging technology and systems
• Established network preferred, including government, corporates and financial
  institutions
• Able to organize, coordinate, monitor and implement tasks and projects with minimal supervision and resolve competing demands
• Able to identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining an appropriate application.
• Relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures and people
• Ability and motivation to proactively learn new developments in relevant policies, procedures and technology
• Ability to provide support to team members (Administrative Client Support), giving instructions when necessary to improve work performance and promote collaboration within team. Ability to play an active role in the unit-wide leadership teams
• Able to collaborate with other team members and contributes positively to the team’s work and output, demonstrating respect for different points of view
• Excellent sense of personal ownership and accountability to meet deadlines and achieve agreed-upon results
• Ability to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact on clients
• Excellent communication skills, ability to communicate in a constructive and professional manner
• Ability to effectively and independently provide general research support
• Ability to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work
• Ability to systematically share with others good practice and learning from lessons from across WBG, clients, and partners
• Ability to build and maintain relationships with the business community and governmental authorities
• Candidates may be asked to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements
• Excellent oral and written presentation skills in English are required

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