PROGRAM ASSISTANT

Job Description

 Description

• Provide administrative support to Practice Managers by managing calendars, organizing meetings, prioritizing and resolving scheduling conflicts and competing demands, ensuring background materials for meetings are available 
• Respond and handle a wide-range of extensive and diverse inquiries, prioritizing and making timely decisions
• Communicate information to appropriate staff inside and outside the immediate work team
• Provide primary assistance in the implementation of the Practice Managers’ work program, including some specialized support in a specific area(s), e.g. task management, database management, etc.
• Participate in developing project/product timelines, using appropriate software, as well as support teams in using AI tools to accelerate, deepen, and sustain development impact
• Assist with preparing and processing project documentation in line with the Bank standard procedures
• Handle administrative and logistic arrangements for conferences, workshops, retreats, etc. 
• Provide support with implementing a system to support office space coordination as guided by management
• Support the Practice Managers’ administrative procurement needs, following the World Bank corporate procurement policies; facilitate hiring of consultants and firms and coordinate invoicing; manage travel arrangements for consultants and group trips and submit travel expenses
• Provide support with all types of administrative requests such as office supplies order, staff directory changes, email distribution lists, visitor’s pass, videoconferences, Webex
• Provide back-up support to other Program Assistants in their absence or during periods of heavy workload. This may also include backing up the receptionist or other staff mapped to the CMU
• Undertake ad-hoc tasks as assigned by the Head of the Vienna office, as needed

Selection Criteria

• Minimum Education/Experience: Bachelor’s Degree with 5 years of relevant experience, or equivalent combination of education and experience.
• Previous experience with a project team and good knowledge of the World Bank policies and procedures.
• Outstanding interpersonal and communication skills, with ability to effectively interact with internal and external clients and staff at all levels.
• Proven high degree of flexibility and reliability, and a demonstrated capacity to handle variety of multiple concurrent activities, to prioritize and balance competing demands under pressure, while maintaining attention to detail.
• Demonstrated ability to work independently, respond to, and deal effectively in diverse situations with good judgment, discretion, and diplomacy in handling confidential and sensitive matters.
• Proficiency in advanced functions of standard Bank technology packages, i.e. SAP, Outlook, Excel, intranet, etc.
• Proven track record of high-quality work. Excellent organizational and administrative skills and demonstrated experience in the smooth operation of a busy office and related systems, assuming primary responsibility for organizing and coordinating workflow.
• Excellent communication skills, both written and spoken, in English. Fluency in German is desirable.
• Demonstrated excellent interpersonal, organizational, and time management skills.
• Proven ability to work effectively in a team-oriented, fast-paced environment, and contribute towards common goals. 
• Demonstrated interest in learning, exploring and using AI applications.

• Technology and systems knowledge – Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills as technology.
• Task Management – Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar).
• Versatility and adaptability – Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
• Client Orientation – Exhibits positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.
• Drive for Results – Takes 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.
• Knowledge, Learning and Communication – Able to write clearly, learn and share knowledge/information across the unit.

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.