losing date: Tuesday, 17 February 2015
Background / General description
The London office is seeking a highly motivated, well-organised Program Assistant who can provide effective and efficient administrative assistance to the London Team. The candidate should have good judgment and also have excellent interpersonal skills. The incumbent will contribute to the smooth running of the daily operations of the London Office under the guidance and supervision of the Office Administrator. He or she will also be ready to play an integral part of a tightly-knit and motivated team, and be ready to step up to undertake new responsibilities and challenges with enthusiasm. 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 term appointment.
Duties and Accountabilities
Duties will include, but are not limited to:
- Provide administrative assistance to the London office staff ;
- Preparation of correspondence and documents, ensuring compliance with the IFC/Bank procedures and standards to meet specific deadlines;
- Organise travel arrangements for the staff assigned to the London Office;
- Provide assistance for the organization and preparation of events, workshops, conferences, meetings.
- Provide administrative support to staff visiting the London office and assist in logistical planning for various London based events in close coordination with the Office Administrator;
- Assist the Office Administrator in the Maintenance of the London office facilities, liaising with vendors, obtaining estimates for works etc, verifying invoices related to the works
- Under the guidance of the Office Administrator, prepare VAT claims for the office.
- Work closely with the Office Administrator for various procurement needs of the office, liaising with vendors, obtaining quotes.
- Act as back-up to Office Administrator and Team Assistant during their absences or during busy periods and provide other administrative support as requested;
- Manage the front desk and related duties in the absence of Temporary Team Assistant
- Undertake web-based research on elected topics as requested from time to time;
- Undertake ad hoc duties that may be assigned. Work will involve frequent interaction with the following: Internal contacts: other VP units, MIGA, World Bank as well as staff in all locations, locally and internationally. External contacts: Government Officials, Consultants, External Organisations, Suppliers & other Service providers.
Selection Criteria
- High School and secretarial diploma or equivalent diploma, with a minimum of 5 years experience;
- High degree of judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature;
- High degree of motivation, initiative, flexibility and reliability;
- Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy;
- Proven ability to work effectively in a team-orientated, multi-cultural environment, and function as an effective team member in various groups;
- Strong written and verbal communication skills to prepare/draft communications and ensure quality of written outputs;
- Proficiency in using advanced computer applications; knowledge of Bank policies and procedures would be an advantage;
- Ability to produce high quality work under pressure;
- Effective time management and organizational skills;
- Fluency in English required
