Job #100229
Job Title Program Assistant
Job Family Administration
Location Islamabad, Pakistan
Appointment Local Hire
Closing Date 14-Feb-2010
Language Requirements English [Essential]
Background / General description
The World Bank is working with the Government of Pakistan, as well as Provincial Governments to reduce poverty and accelerate economic growth in Pakistan. Within the Bank, the South Asia Economic Policy and Poverty (SASEP) Unit focuses on macroeconomic, fiscal and trade policies, governance, decentralization, and poverty reduction. The SASEP Team of Islamabad Office intends to hire a Program Assistant who will be expected to provide full range of office support and secretarial services to the Team.
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 2 year renewable term appointment.
Duties and Accountabilities
A summary of major responsibilities is as follows:
1. Manages incoming and outgoing official telephonic correspondence for the unit by taking messages / forwarding to concerned / responding appropriately.
2. Manages incoming and outgoing written correspondence for the unit by drafting, proofreading materials (using proper grammar, punctuation, and style), forwarding to concerned for necessary action/information, and keeping updated record of the correspondence /filing it appropriately.
3. Assists in maintaining the filing records of the unit (electronic as well as paper files), using standard Bank system and procedures.
4. By performing following tasks for assigned projects, the Program Assistant is expected to assists the team members in preparation and logistical planning for various events, e.g. missions, conferences, workshops, project negotiations, etc:
a. Logistical arrangements for the events;
b. Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
c. Travel arrangements by coordinating with team members and travel desk, and seeking necessary clearances related to the travel;
d. Participation confirmation of invitees for the event;
e. Processing payments related to the event;
f. Xeroxing and scanning as needed;
5. Solves non-routine problems (e.g., responds to requests requiring file search, etc.).
6. In conjunction with and under guidance from staff in a specific discipline (i.e., Human Resources, Resource Management, etc.) monitor specific/assigned activities (i.e., task budget, etc.).
7. Tracks assigned task/project steps/timetables, coordinates with relevant staff and provides assistance and/or information on project-related matters.
8. Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
9. There will be limited amount of direct project support which would include all aspects of project processing at various stages, e.g. project preparation, supervision, ICR and sector work. To undertake project related work the candidate is expected to have proficiency in using advanced functions of Bank standard computer applications and adaptability to use state-of-the-art software, such as:
a. SAP, Project Portal, IRIS, Travel Management etc.
b. MS office programs such as Word, Excel and PowerPoint.
c. Making full use of shared drives and other software.
10. Provides backup support during the absence of other ACS team member of the unit for his/her assigned projects, and performs other tasks as assigned by the team.
11. 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 of consultant services in compliance with the Bank procedures and guidelines, database management, information technology, editorial assistance, providing full assistance to the unit’s visiting missions and making best use of their time during the mission’s visit, participate in mission’s field work as required, suggest ways to enhance work organization and effectiveness, etc.
12. Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and drafts a variety of standard project-related correspondence
Selection Criteria
• At least Bachelor’s degree;
• At least 5 years professional experience as a Program Assistant or comparable Secretarial position in an international/multinational organization;
• Have an excellent command on the English language, both written and oral;
• Should be computer proficient and fully conversant with MS office programs (standard word-processing software, spreadsheets, power point);
• Knowledge of Bank systems, e.g. SAP, Project Portal, IRIS, Travel Management etc. is an added advantage;
• Effective Organizational skills and ability to prioritize assignments;
• Demonstrate resourcefulness on the job to develop practical approaches that improve office support work;
• Possess excellent inter-personal/communication skills.
• Analytical ability, practical problem-solving skills and resourcefulness in performing varied tasks in the area(s) of functional specialty
• Strong inter-personal skills and commitment to work in a team-oriented, multi-cultural environment
• Substantive and effective use of language skills, in proofreading, editing, translation and quality enhancement of documents in more than one language
Contract Arrangement: This is a two years term appointment for grade level: GC.
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 2-year renewable term appointment.
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