Program Assistant at World Bank Group

⏲ Jun 11, 2024, 6:28 AM
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The World Bank Group - Established in 1944, the WBG is one of the world’s largest sources of funding and knowledge for development solutions. In fiscal year 2018, the WBG committed $67 billion in loans, grants, equity investments and guarantees to its members and private businesses, of which $24 billion was concessional finance to its poorest members. It is governed by 188-member countries and delivers services out of 120 offices with nearly 15,000 staff located globally.

We are recruiting to fill the position below:

Job Title: Program Assistant

Job No.: req27832
Location: Abuja, Nigeria
Grade: GC
Duration: 3 years 0 months
Sector: Administration/Office Support

Program and Unit Context

Nigeria, a blend country eligible for both IBRD and IDA financing, has the largest country allocation under IDA20 and the third-largest IDA-IBRD portfolio with approximately USD 14.6 billion in active commitments across 29 projects.
Approximately 70% of this portfolio is implemented by states under multi-state platforms. A new Country Partnership Framework (CPF) was approved in December 2020 to guide the World Bank Group’s support to Nigeria from FY21-FY25, anchored in several core engagements that combine large-scale financing with upstream policy, advisory and institutional strengthening ASA-based initiatives.
The World Bank Office in Abuja is one of the larger country offices, with over 120 staff. The large, decentralized nature of the program, and growing insecurity makes for a challenging operating context.
A Country Management Team composed of the Country Director, the Operations Manager, two Senior Operations Officers, and several Engagement Leaders meets on a weekly basis to actively monitor implementation and provide strategic and operational guidance to the task teams.
The World Bank is looking to appoint an Administrative Manager who will be innovative, and capable of navigating the shortest path through the Bank's internal processes. Delivery of quality work requires high caliber staff, striking the right balance between technical excellence, country knowledge, and client focus.
This position is critical to the overall performance of the Bank at the Nigeria duty location.

Background & General Description

The World Bank, a leading multi-lateral institution in global economic development, 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 Program Assistant is an integral part of the Nigeria Country Office Administrative and Client Support (ACS) team.
(S)He will provide Administrative and Client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.
The Nigeria Country Office is seeking to recruit a highly motivated Program Assistant to be based in Abuja reporting directly to selected group of TTLs/PLs. S/He will work on supporting the GPs in administrative and operational works.

Responsibilities and Duties
The Program Assistant will provide a wide range of administrative, logistical, and operational support to the World Bank Nigeria Country Office. Her/his duties and responsibilities include, but not limited to:

Operational and administrative support:

Provide hands on support to Program Leaders/Task Team Leaders on all stages of preparation and implementation of World Bank projects and activities according to Bank procedures.
Provide comprehensive administrative support to task teams, coordinate workflow and events and act as point of contact and arrange logistics for workshops and conferences.
Monitor work program and update milestones.
Draft routine correspondence (standard letters, memos, emails, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation, and style, and proofread materials.
Draft minutes of meetings and help in editing large documents.
Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Country Director and/or the Country Management Unit (CMU).
Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
Process and follow-up on consultant contracts, travel arrangements, draft terms of reference, single source justification.
Assist in Preparing and compiling missions Aide Memoires and ISRs.
Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.
Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports.
Keep abreast of the Organization’s directives and ensure effective processing of all project documents.

Information Management and Client interaction:

Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.
Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office.
Track and report on appropriate aspects of the Team’s operational activities
Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.

Time management & Logistic planning:

Arrange working schedule and meeting with counterparts for the visiting teams.
Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters. Advise teams of approaching due dates under the portfolio and ASA activities.
Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g., conferences, workshops, negotiations, board presentation and signing, etc.

Other duties:

Act as a pre-signature filter for administrative documents, mainly correspondence, to ensure that they comply with administrative writing standards in terms of both form and content.
As a member of the ACS Team in the Office, serve as a back-up to other staff and Task Program Assistants on project and administrative tasks.
Occasionally perform Analytical tasks as may be requested by the Team Leader
Perform other tasks as requested by the Supervisor.

Selection Criteria

Minimum of Bachelor's Degree and at least 5 years of relevant working experience in related field with public administrations, international development institutions, private sector organization, or other donor organizations.
Proven administrative writing skills in English language, including correspondence with high-ranking public authorities.
Fluency in English is a must.
Good communication skills, positive and professional client service attitude.
Previous experience with a public administration or multilateral/bilateral organization is an advantage.

Required Competencies:

Technology and systems knowledge – Demonstrate advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.).
Versatility and adaptability - Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change.
Ability to thrive and function effectively in a dynamic environment under tight deadlines, while working on multiple projects.
Drive for Results - Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
Teamwork (Collaboration) and Inclusion - Collaborate with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
Project and task management - highly organized with good project management practice, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
Institutional policies, processes, and procedures - Demonstrate knowledge of own department’s programs and products, know key players, understand own role. Display understanding of WB policies and procedures relevant to the area of assigned responsibilities and can apply/ implement them.
Client Orientation- Exhibit good communication skills, positive and professional client service attitude; can understand clients’ needs and complete them professionally.
Learning, knowledge sharing and communication - Good English language skills (verbal and written) Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
Business judgment and analytical decision making - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.