Job Vacancies The World Bank
Position: Program Assistant
Location: United States of America ( The ), Washington
Closing Date: Sunday, 24 June 2012
Background / General description
This job announcement concerns a position as Program Assistant for the Secretariat of the new Global Partnership for Social Accountability (GPSA)– a challenging and exciting opportunity to contribute to the establishment of a mechanism that will enhance the Bank’s ability to engage more broadly and directly with civil society on its critical governance and social accountability agenda. This position will be filled subject to Board approval of the GPSA– consideration by the Board is scheduled for April 10, 2012. The Global Partnership for Social Accountability: The GPSA is being established as a partnership of a broad range of development actors committed to enhancing social accountability to increase development effectiveness. Its objective is to contribute to country-level governance reforms and improved service delivery by strengthening the capacity of CSOs at global, regional, and country levels to undertake evidence-based social accountability. The GPSA would seek global partnerships and focus on two areas:
i) a global platform for knowledge exchange and research in the area of social accountability and which would include developing and nurturing practitioner networks; and
ii) programmatic funding support for the institutional development of civil society groups working on social accountability, and for efforts to improve the overall enabling environment for social accountability. The funding for the Partnership will be channeled through a multi-donor trust fund (MDTF) to which the Bank will contribute an initial amount of US$ 20 million over four years. Additional funds will be raised from governments and foundations. The GPSA’s governing body will be a Steering Committee (SC), chaired initially by the World Bank and comprising a broad constituency of partners. A Roster of Experts (RoE) drawn from around the world and across different constituencies (e.g. civil society, media and academics) will be engaged in grant review and may provide other advice as needed. The SC would be supported by a small Secretariat of Bank Staff, which over an initial period of incubation, will be based in the World Bank Institute and, subsequently transferred to the Sustainable Development Network.
Duties and Accountabilities
Working closely with the Practice Manager of the GPSA Secretariat and its members, the Program Assistant will provide the full range of program assistance functions to support the proper functioning of the entire team. Support to GPSA Secretariat:
Accountable for the smooth operation of Secretariat support work and related procedures within the Practice, working closely with the Department’s Front Office (HQ) Senior Executive Assistant.
Provide comprehensive administrative support to the Program Manager, including handling confidential and sensitive information. Ensure timely delivery and quality control of outputs for the Program Manager’s signature.
Help in the organization and/or coordination of major events and learning programs (conferences, workshops, donor meetings, retreats and training programs).
Coordinate and manage complex meeting agendas, solve scheduling issues and respond to requests from high level government officials and Bank officials. Establish, build and maintain an effective network of contacts with government officials, donors, civil society, academia, business, HQ, and other WBI units.
Oversee Travel (TRS) and SAP related support to Secretariat.
Act as a conduit between management and other staff and ensures flow of communications within the office. Support to the Steering Committee:
Provide administrative support to the SC. Help organize SC meetings.
Support the preparation of presentations of the annual work plans and budgets for SC consideration and endorsement. Support Grant Administration:
Support the preparation of packages for grant decision no-objections.
Support the Program Manager and members of SC with regular reporting (to SC and Bank’s Executive Board) on MDTF activities.
Minimum education, High School Diploma.
A minimum of five years of relevant experience (internal) or seven years of relevant experience (external), with the proven ability to provide superior executive assistance in a busy office.
Proven excellence in executive assistance, organizational, administrative, and time management skills, with a proven ability to work quickly and efficiently under pressure.
Ability to prioritize and handle multiple tasks simultaneously while working in a team-based environment, and operating as an effective team player.
Judgment, diplomacy, and discretion in dealing with contacts at all levels, inside and outside the Bank, and in handling confidential and sensitive matters.
Proven experience and expert knowledge of the Bank Group’s organizational structure, and administrative, operational and human resources policies, processes and procedures and ability to communicate these to others would be an advantage.
Excellent knowledge of all relevant computer software, including advanced functions on Bank standard computer applications, and the ability to help organize data and information retrieval systems, as well as SAP would be an advantage.
Outstanding verbal communication and interpersonal skills with an extensive network of contacts at senior levels, both internally and externally, and demonstrated ability to respond and deal effectively with diverse situations which require good judgment, tact and diplomacy.
Ability to effectively lead, supervise and coach Administrative Client Support staff and address motivation, training, and development issues relevant to support staff.
Proactive attitude, a self-starter, and team player; with a high degree of motivation, initiative, flexibility, and reliability.
Technology and systems knowledge
- Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems. Project and task management
- Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar). Institutional policies, processes, and procedures
- Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedure s, and people. Able to practically apply and guide others in policy application. Versatility and adaptability – Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives. Client Orientation (ACS)
- Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client. Learning, knowledge sharing and communication (ACS)
- Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit’s knowledge sharing. Business judgment and analytical decision making (ACS)
- Able to effectively and independently provide general research support. Demonstrates ability to access situation, and make sound judgment on action needed.
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
- Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply.
All applications will be treated in the strictest confidence.
World Bank 1818 H St NW Washington, DC 20006 (202) 473-1000
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