Program Assistant

Program Assistant

Job #:
req29366

Organization:
World Bank

Sector:
Administration/Office Support

Grade:
GC

Term Duration:
2 years 0 months

Recruitment Type:
Local Recruitment

Location:
Rome,Italy

Required Language(s):
Eglish/Italian

Preferred Language(s):

Closing Date:
9/30/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

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 poverty on a livable planet. 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

Development Economics Vice Presidency (DEC)

The Development Economics Vice Presidency (DEC) serves as the Bank's central hub for knowledge production and innovation. DEC is at the global forefront in producing high-quality research and data public goods. A catalyst for innovation, DEC produces knowledge to rapidly respond to the emerging needs of its clients through its intellectual leadership and production of global public goods in the form of research, methods, training, and data.

Since 2015, DEC has established a hub in the WBG office in Rome. DEC is the unit with the largest footprint in the Rome office. With the already existing Center for Development Data and the World Bank Group Institute for Economic Development (henceforth Institute), Rome is becoming a WBG Knowledge Hub for the Mediterranean and Sub-Saharan Africa. The Hub aims to provide advisory services, foster policy dialogue, and offer learning opportunities on key global development challenges. In line with the new Knowledge Compact for Action, DEC's Rome Hub will work with local partners to promote knowledge and research uptake, offer training, and develop partnerships with think tanks and development practitioners from the Global South.

DEC is seeking an experienced Program Assistant to provide administrative and logistic support to its Rome-based team.

Responsibilities

The Program Assistant will deliver effective, high-quality administrative support to the Institute team, coordinating workflow between colleagues based in Rome and at the Washington, D.C. Headquarters. Responsibilities include but are not limited to:

Program and Administrative Assistance:

• Manage the Program Managers' schedule, including organizing bilateral and multilateral meetings, conferences (video, audio, and in-person), training events, and interview panels (in-person, remotely, or hybrid).
• Organize bilateral and multilateral meetings, conferences (video, audio, and in-person) training events, and interview panels (in person, remotely, or hybrid).
• Ensure timely submission and review of briefing materials and the appropriate follow-up actions.
• Handle operational requests such as office supplies, product design and printing, staff directory changes, email distribution lists, visitor's passes.
• Undertake procurement of supplies, equipment and services in accordance with World Bank Group Corporate Procurement policies.
• Facilitate the hiring of consultants and firms, coordinate invoicing, and process payments.
• Create travel requests, manage travel arrangements, and submit travel expenses for the Senior Manager and consultants.
• Deal with vendor registrations, up on invoices, and process payments for services providers.

Event Logistics Coordination:

• Support the organization of training sessions, workshops, conferences, seminars, and other events, ensuring proper logistical arrangements.
• Prepare group travel requests and liaise with WBG Country offices and external parties.
• Assist with visa support letters and visa processing for event participants.

Additional Support:

• Provide backup support for the Senior Program Assistant as needed.
• Manage time recording, leave calendars, and act as a backup to the Time Recording System (TRS) and Leave Approval System (LARS) coordinator.
• Maintain a less paper environment by organizing, updating, and facilitating document retrieval.
• Undertake ad-hoc tasks as may be assigned by the Senior Manager, the Senior Program Assistant, or other Team members as needed.

Coordination and Monitoring:

• Assist the Manager and Task Team Leaders (TTLs) with resource planning and management, including monitoring Trust Funds and donor reporting.
• Support the development and monitoring of work plans for various projects.
• Support the planning of major events/conferences and handle related programming, budget monitoring, and administrative tasks.
• Manage unit announcements, inventory control, and update distribution lists.
• Respond to routine inquiries regarding HR programs and policies.

Selection Criteria

• Bachelor's degree in Political Science, International Relations, Development and Cooperation or equivalent field, with at least 5 years' relevant work experience.
• Advanced knowledge of Microsoft Office (Word, Outlook, Excel, One Drive, Share Point, Teams, and Power Point).
• Demonstrated knowledge of the World Bank Group's processes, policies, procedures, tools and systems (RM Portal, SAP, the Admin Portal, my TF, Compass, the Travel System, rf X, Webex, LARS, TRS).
• Fluency in written and spoken English and Italian.
• Demonstrated ability to work independently with a high level of discretion.
• Demonstrated experience in the smooth operation of a busy office and related systems, assuming primary responsibility for organizing and coordinating workflow.
• Proven track record in managing confidentiality. Strong personal ethics and sound judgement.
• Reliability, resourcefulness and flexibility.
• Outstanding interpersonal and intercultural communication skills; maturity and ability to interact with staff at all levels and to build strong working relationships.
• Ability to mentor and guide junior staff. Proven ability to promote and work in a team-oriented environment. Willingness and ability to resolve conflicts constructively.
• A positive attitude, a self-starter and ability to maintain composure in stressful situations.
• Experience in managing schedules for Managers, including handling emails and calendars.
• Ability to identify and analyze a wide range of problems and to develop and implement appropriate action plans for successful resolution.
• Strong writing and communications skills, ability to draft various correspondence and edit materials independently.
• Proven track record of delivering high quality work under pressure.
• Effective time management and organizational skills.

Core competencies

• 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.
• Project and task management - Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness.
• Institutional policies, processes, and procedures - Demonstrates in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products and services in area of assigned functional responsibility; can guide others in complex situations.
• Versatility and adaptability - Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.
• Client Orientation - Able to establish partnership based working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing clients' needs.
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed- upon results and has the personal organization to do so.
• Knowledge, Learning and Communication - Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor and guide and organize learning activities within area of assigned responsibilities.
• Business Judgment and Analytical Decision Making - Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advise on information usage and storage, and policies in the area of assigned responsibilities

This internal requisition is open to WBG and IMF staff only (including short-term and extended term consultants/ temporaries). External candidates are requested not to apply. In case an external candidate applies, their application will not be considered

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.

Job ID req29366