Do you
want to build a career that is truly worthwhile? Working at the World Bank
Group provides a unique opportunity for you to help our clients solve their
greatest development challenges. The World Bank Group is one of the largest
sources of funding and knowledge for developing countries; a unique global
partnership of five institutions dedicated to ending extreme poverty,
increasing shared prosperity and promoting sustainable development. With 189
member countries and more than 120 offices worldwide, we work with public and
private sector partners, investing in groundbreaking projects and using data,
research, and technology to develop solutions to the most urgent global
challenges. For more information, visit www.worldbank.org
The 25 Executive Directors of the
WBG Board, assisted by their Alternates, Senior Advisors, Advisors and
Administrative staff represent the interests of the 189-member countries who
nominated or elected them. They also ensure the oversight of the general
operations of the Bank Group and the group’s results on the ground. The
institutions under their purview are: The International Bank for Reconstruction
and Development (IBRD), the International Development Association (IDA),
which together form the World Bank; the International Finance Corporation
(IFC); the Multilateral Investment Guarantee Agency (MIGA); and the
International Centre for Settlement of Investment Disputes (ICSID). The World
Bank Group is one of the world's largest sources of funding and knowledge for
developing countries. The Board, working closely with Management, approves
several policies, financial commitments and knowledge products that ensure
the best global expertise and help generate cutting-edge results for its
clients in developing countries.
The
Office of the Executive Director (ED) for Argentina, Bolivia, Chile,
Paraguay, Peru, and Uruguay (EDs08) is looking for a motivated and
proactive Program Assistant with excellent administrative, organizational, and
interpersonal skills to join the team.
The Executive Director's Office
deals with all aspects of the Bank's work, interacts with Senior Bank
Management and with other departments in the Bank, IFC, MIGA, as well as
ministries, governments, embassies and high-level officials, representatives
from the private sector, non-governmental organizations, academia, and others
from the represented countries.
In addition to the Executive Director, the office consists of an
Alternate Executive Director, Senior Advisors, Advisors, and a Senior Program
Assistant. The successful
candidate will be a member of a two-person team, directly supporting the
Alternate ED and, under the guidance of the Senior Program Assistant, will
provide the full range of office/administrative support to the Executive
Director’s office, to ensure a smooth operation.
S/he
will also be expected to interact with other departments in the Bank,
relevant ministries and agencies, embassies, and World Bank Group management
and staff. S/he must be able to
work in a fast-paced environment, with great attention to details.
The successful candidate will report to the Alternate
Executive Director.
Note:
Administrative support
staff hired into the Executive Directors’ offices will be offered an initial
2-year Term appointment. Staff on open-ended appointments who are
selected into the EDs’ offices are strongly advised to obtain a re-entry
guarantee from their releasing units to be able to return to open-ended
status. An open-ended staff who does not have a re-entry to his/her
releasing unit acknowledges that by applying to this position, s/he is
entering a Term position, if selected, and will not be able to maintain
his/her open-ended status. Executive Directors must conduct an annual overall
performance review for their administrative support staff consistent with WBG
annual performance review processes.
If an already
open-ended candidate in an ED office gets selected, s/he will retain his/her
open-ended status based on already meeting the eligibility and prior
conversion decision per the ED ACS conversion policy. Such candidate
may be subject to rotation as required by Corporate Secretary.
Roles & Responsibility:
Under the guidance of the Senior Program Assistant,
the Program Assistant will provide the full range of office/administrative
support to the Executive Director’s office including, but not limited to the
following:
* Working with a high level of discretion and diplomacy in setting and managing priorities and workflow in an efficient and organized manner for the Alternate Executive Director, Senior Advisors, and Advisors.
* Preparing, processing, and handling various information and data of sensitive and confidential nature.
* Scheduling appointments and providing support with mission travel (e.g., visas, travel memos, transportation & accommodation reservations, statements of expenses), independently resolving scheduling conflicts, screening and prioritizing incoming correspondence and monitoring activities to ensure appropriate follow-up.
* Independently responding, in a timely and highly professional manner, to extensive and diverse external/internal inquiries and general requests by drafting and formatting – both in English and Spanish - standard and routine correspondence, and making decisions when multiple courses of action are possible.
* Ensuring that relevant background materials are available for meetings, deadlines are met, and documents are of high quality and adhere to administrative and operational guidelines.
* Independently assessing tasks, inquiries and requests, determining and finding additional information that may be required.
* Maintaining and updating contact lists.
* Prioritizing and channeling telephone calls and mail; monitoring and following-up on issues and priorities; and ensuring that appropriate consultations take place.
* Monitoring multiple and diverse work processes and activities, working as a team with the Senior Program Assistant to ensure smooth operation of ongoing office administrative functions and the timely delivery of products.
* Assisting with the administrative arrangements on appointment/relocation of office staff.
* Maintaining an effective database network of contacts inside and outside the Bank, assuring continuity during periodic staff transitions.
* Performing ad hoc duties as may be assigned, including back-up to the Senior Program Assistant, as required.
* Assisting with organizing official events and seminars, especially during the World Bank/IMF Annual and Spring Meetings, as required.
* Accompanying the office team to the Annual Meetings when held in member countries (once in three years).
* Providing administrative and logistical support to the ED’s office and delegations from constituency countries.
* Handling and providing support with office management tasks (e.g., placing services requests in the system, ensuring proper set-up of meeting rooms; placing office supplies and catering requests)