Vancancy Programme Assistant

Closing Date: Tuesday, 10 May 2011

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a two-year renewable term appointment. Department Description/Background: The International Finance Corporation (IFC), the private sector investment arm of the World Bank Group, pursues its mission of reducing poverty and improving people s lives by promoting private sector development through investment and advisory services. IFC's Sustainable Business Advisory (SBA) Business Line works with firms in manufacturing, agribusiness, services, and infrastructure to contribute to the creation of inclusive, environmentally sustainable, and efficient markets in three strategic areas of focus: (i) engaging the private sector in climate change mitigation and resilience, (ii) scaling business models to extend access to basic infrastructure services, and (iii) increasing market access for firms in emerging markets. The Business Line s delivery of services is anchored by the Sustainable Business Advisory Department (CSB), which functions as a global service hub supporting regionally-based staff in the design and delivery of advisory projects as well as managing some global partnerships and initiatives. Specialists in the Department s Global Products Division are accountable for strategic guidance, quality assurance, knowledge management, resource mobilization and relationship management support for advisory projects in one of seven products in the SBA Business Line:(i) Clean Energy, (ii) Corporate Governance, (iii) Environmental, Social and Trade Standards, (iv) Farmer and SME Training, (v) Resource Efficiency, (vi) Strategic Community Investment, and (vii) Sustainable Investing. Within the Farmer and SME Training (FAST) product, we work to increase SMEs/Farmers ability to expand access to growth markets by strengthening their management capacity (financial literacy, business acumen) and technical skills (farmer productivity). We seek a highly motivated Program Assistant to support the Farmer and SME Training (FAST) Unit.

Duties and Accountabilities:
Accountable for the smooth operation the team s administrative functions as well as support to the Product Lead, including: time management, scheduling/coordination of meetings effectively prioritizing to resolve scheduling and work program conflicts and competing demands, preparing background materials for meetings, making travel arrangements, scheduling of video conferences, handling phone calls and messages. ? Serves as the first point of contact and liaison with colleagues and clients both inside and outside the institution. Independently responds to routine and non-routine inquiries and requests and makes decisions, based on own knowledge of the work, when multiple courses of action are possible. ? Coordinates and monitors multiple and diverse work processes and activities to ensure that relevant materials are ready for meetings, and deadlines are met. Monitors and follows up on issues and priorities of concern to the Product Lead; assists in tracking, deliverables, and clearance procedures. ? Ensures the quality of documents requiring the GP Manager's review, approval and/or signature; drafts/finalizes routine correspondence on a range of topics; prepares minutes of meetings; incorporates agreed comments/revisions into documents. ? Establishes effective working relationships with counterparts in the department, and other IFC units, actively fostering open communication within the unit and across the Department and Corporation. ? Research and retrieve information from a wide range of sources, standard institutional databases and nonstandard databases (e.g. web, internet, and archives). ? Responsible for full on-boarding logistics for new members of the team. ? Organize annual retreats, events, workshops, BBLs, e-meetings, etc. ? Travel Specialist for the Department -- handling of STCs/STTs travel requests and SOEs. ? Support to other units in the Department as needed.

Selection Criteria:
Knowledge of the World Bank Group administrative policies and procedures, especially in relation to procurement and transaction processing. ? Fluent English with outstanding verbal, writing and editing skills. ? Strong skills in a variety of IT applications, including experienced user of Microsoft Office Suite of programs (Word, Powerpoint, Excel). Ability to quickly learn advanced functions and new applications for greater efficiency. Ability to research for, retrieve, organize, present, maintain and manipulate data. ? High degree of flexibility and demonstrated capacity to handle a variety of concurrent activities, judge priorities and take initiative in a fast paced environment. ? Ability to take initiative and efficiently contribute to team s work with minimal supervision. ? High degree of judgment, discretion, and diplomacy in handling confidential and sensitive matters ? Excellent interpersonal skills, demonstrated ability to deal tactfully and respectfully with clients, as well as with staff at all levels. Ability to work collaboratively and in partnership with other ACS in the department and across boundaries, as part of one extended team. ? Positive attitude and high level of motivation, commitment, and reliability. ? Willingness and flexibility to work overtime as needed. ? Successful previous experience in an Executive Assistant role is an advantage EDUCATION/EXPERIENCE ? Minimum years of relevant experience: High school certificate diploma with a minimum of 3 years work experience (internal candidates).