The AFR Urban and DRM unit is seeking a highly motivated and experienced Program Assistant to handle administrative and operational tasks. The Program Assistant will report to the Practice Manager.
Duties & Accountabilities: The selected candidate will be based in Washington D.C., reporting to the Practice Manager, GSU19, and be expected to work on the following:
- Provide operational support to TTLs on a diverse range of activities related to all stages of the project cycle (identification, preparation, appraisal, negotiations, Board package, supervision, implementation, restructuring and closing); and provide general administrative support in coordinating the schedule of meetings and appointments including the preparation of logistical and documentation arrangements as well as operational quality review support.
- Exercise quality enhancement function for all type of documents by ensuring adherence to departmental, VPU, and institutional guidelines. Interpret existing procedures and processes, independently determine which should be used, and applying these appropriately. This also includes Trust Funds.
- Support the Unit team in performing a range of tasks (i.e. performing ad-hoc assignments during heavy workload periods, etc.).
- Provide back-up for other Program Assistants during their absence and assist the Task Team Leaders in responding to queries from Management.
- Prepare standard system generated and customized reports such as Portfolio, Trust Fund and ASA reports, including operation portal, client connections, etc.
- Participate in the development of project/product timelines and monitor and update them as needed.
- Prepare consultant requests and process payments (including making travel and hotel arrangements and the submission of SOEs).
- Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data.
- Minimum Education/Experience: High school diploma with 5 years of experience or equivalent combination of education and experience.
- The candidate must have a demonstrated track record of multi-tasking with high quality outputs and high level of proactivity with well tested skills to deliver in a fast-paced environment, with limited supervision.
- Thorough and current knowledge of Bank operational policies and procedures, including on investment financing, administrative procedures and follow-up processes.
- Strong operational experience.
- Excellent interpersonal and communication skills, with ability to interact with stakeholders at all levels, recognized ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information.
- Excellent writing skills.
- Dedicated team player with excellent organizational skills, ability to prioritize assignments, and willingness to learn about the team’s work, to be able to take on additional responsibility.
- Ability to adapt to changing business needs and produce high-quality work under pressure.
- Excellent organizational, administrative and time management skills with proven ability to work quickly and efficiently under pressure.
- Sound knowledge of Bank’s software applications Outlook, Microsoft Office 2013 Package (Excel, Word, Power Point), and SAP.
- Proven personal ethics and integrity; sound judgment and reliability; and resourcefulness and flexibility. A self-starter with positive attitude.
- Effective analytical, research and problem-solving skills.
- Strong potential for professional growth.
- Previous experience with performing Program Assistant functions is required.
- Proficiency in spoken and written English and French is a requirement.
- 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 procedures, 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.
- Lead and Innovate - Suggests improvements to solve problems.
- Deliver Results for Clients - Takes personal responsibility to make things better for the client.
- Collaborate Within Teams and Across Boundaries - Initiates collaboration beyond the team.
- Create, Apply and Share Knowledge - Proactively and regularly shares knowledge.
- Make Smart Decisions - Identifies information needed to support decisions.
