Senior Program Assistant, Human Resources Program Assistant, GPE

Senior Program Assistant, Human Resources Program Assistant, GPE

Job #: req32702
Organization: World Bank
Sector: Education
Grade: GD
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Paris, France
Required Language(s): English
Closing Date: 4/22/2025 (MM/DD/YYYY) at 11:59pm UTC

About the Team
The Secretariat Operations team provides a wide range of support to the GPE Secretariat: human resources, staffing, workforce planning, administrative, work and budget planning, organization design and development, IT systems and knowledge management, and others. Its mission is to help the organization operate as effectively and efficiently as possible.

About the Job
We are currently seeking candidates for a Program Assistant, HR position based out from Paris, France. This selected candidate will support the Secretariat Services team in all the recruitment efforts and ad hoc HR related queries. The successful candidate will report to the Senior Operations Officer and should be comfortable working/interacting with senior stakeholders and Managers from both GPE and World Bank.

Duties and Accountabilities

1. Short-Term Consultant/Temporary (STC/T) Management
   Responsible for overseeing STC/T consultant processes, including:
   1. Managing requests in the Admin Portal
   2. Handling STC/T correspondence, appointment letters, and contract negotiations (e.g., daily rate, visa).
   3. Advising on STC payment systems and available benefits (e.g., insurance, travel allowances).
   4. Mentoring consultants on career development opportunities and available learning resources.
2. Recruitment Process - ETC/T & Staff
   Facilitating Recruitment Cycles:
   1. Administering recruitment processes and ensuring compliance with the 75-day vacancy closure policy.
   2. Scheduling interviews, managing written tests, and assisting in recruitment panel processes.
   3. Preparing panel materials and serving as an advisory member during recruitment.
   4. Ensuring TORs align with GPE Secretariat standards before posting vacancies in COMPASS.
   5. Coordinating with HR and hiring teams to streamline hiring processes.
   Reporting & Compliance:
   1. Addressing recruitment-related queries from hiring managers and team leads.
   2. Keeping HR Team Lead/Senior Operations Officer updated on emerging issues.
   3. Performing ad hoc tasks as required.
3. E-Performance Management
   1. Guiding ETC/Ts on performance evaluation processes for first, second and third years.
   2. Assisting staff with mid-year and year-end performance review queries.
   3. Developing a communication strategy to keep staff and managers informed.
   4. Ensuring proper integration of performance evaluation processes within PeopleSoft and the E-Performance Portal.
   5. Coordinating with HR teams to route performance-related requests to the appropriate personnel.
4. Mentoring Junior Team Members
   1. Supporting junior team members on HR-related tasks and providing mentorship.
   2. Scheduling regular check-ins to address concerns and provide career guidance.
5. Miscellaneous & Other Tasks
   1. Managing and responding to HR-related inquiries, directing queries appropriately.
   2. Advising on leave, TRS requests, and HR policy compliance.
   3. Ensuring accuracy in HR system data and maintaining up-to-date records.
   4. Supporting HR initiatives related to workforce planning, engagement, promotions, mobility, and assessments.
   5. Conducting HR data analysis and reporting insights.
   6. Scheduling and managing meetings while resolving scheduling conflicts.
   7. Performing additional tasks as assigned based on organizational needs.

Selection Criteria

Education
Bachelor's degree in a relevant field, such as Human Resources, Commerce, Business Administration, Arts, etc., or equivalent combination of education and experience.

Language
Full proficiency in English, both oral and written.

Experience
4 years of experience, including:

• Excellent organizational (including attention to detail), administrative, and time management skills.
• Good team player, with excellent interpersonal and communication skills.
• Ability to multi-task and willingness to learn new skills.
• Thorough knowledge of all relevant computer software: Microsoft Word, Outlook, Excel, and PowerPoint.

Competencies
Accountability & Results Focus, Adaptability, Collaboration & Teamwork, Communication & Interpersonal Skills, Planning & Organizing, Client Service Orientation, Knowledge of Policies, Processes, and Systems Relevant to GPE.

Diversity and Inclusion
Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with a diverse set of backgrounds from around the globe.

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.