Program Assistant

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The World Bank South Africa Country Office (CO) is looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as a Program Assistant. The Africa Region attaches importance to creating a supportive work environment, based on the values of teamwork, transparency, trust, client service, and professional excellence. The overall purpose of the assignment is to provide administrative, logistical, and operational support to the World Bank South Africa Country Office.

Roles & Responsibilities

The Program Assistant duties and accountabilities include, but are not limited to, the following:

Operational and Administrative Support:

The selected candidate will be assigned to support a set of sectors, as well as for tasks associated with the Unit’s overall work program for which ad-hoc support may be needed from time to time. The Program Assistant will be expected to:

1. Work on interpreting existing procedures and processes, independently determine which should be used, and apply these appropriately.
2. Extensively coordinate with other World Bank Group (WBG) units, and frequently liaise with team members regardless of location, and with external counterparts.
3. Provide primary assistance in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g. task management, procurement, database management, knowledge management, information technology, etc.
4. Work regularly and substantially in more than one language, to include translating/drafting a variety of standard documents, applying effective proofreading and grammar skills in English.
5. Identify and resolve diverse issues/problems as they arise, while following and independently applying existing procedures and processes.
6. Suggest ways to enhance work organization and effectiveness.
7. Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, Vice-President Unit (VPU) and institutional guidelines.
8. Participate in developing project/product timelines, using appropriate software.
9. Attend meetings, draft minutes, and ensure timely clearance and distribution.
10. Serve as an information resource on the status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and draft a variety of standard project-related correspondences.
11. Monitor task budget/trust funds for specific projects on behalf of the team.
12. Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data.
13. Participate in mission field work as required.
14. Coordinate schedules taking priorities into account, monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the WBG.
15. Assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
16. Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
17. Maintain up-to-date work unit project and other files (both paper and electronic).
18. Responsible for submitting travel requests, following up on approvals, and arranging bookings through designated office travel agent.
19. Mentor less experienced staff.
20. Undertake ad-hoc assignments and provide support to other staff in the unit as required.

Selection Criteria

1. Bachelor’s degree with 4 years of experience or equivalent combination of education and experience. Prior experience in administration assistance in multi-national or international organization is preferred.
2. Excellent command of written and spoken English, including ability to independently draft a variety of formal and informal correspondence; to proofread/edit materials.
3. Effective time management and organizational skills.
4. Ability to retrieve reference materials from various sources (e.g. databases or other filing systems, Internet, etc.).
5. Demonstrated initiative and resourcefulness.
6. Proven ability to build relationships and interact positively with senior counterparts in the public and private sectors.
7. Committed team player with good interpersonal skills and ability to work effectively in a multi-cultural environment.
8. Ability to produce high-quality work under pressure.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

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.

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