Program Assistant

Job #:	req7690
Organization:	IFC
Sector:	Administration/Office Support
Grade:	GD
Term Duration:	2 years 0 months
Recruitment Type:	Local Recruitment
Location:	Sydney, Australia
Required Language(s):	English
Preferred Language(s):
Closing Date:	7/6/2020 (MM/DD/YYYY) at 11:59pm UTC

Description IFC—a sister organization of the World Bank and member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2019, we invested more than $19 billion in private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity. For more information, visit www.ifc.org. IFC Sydney office is seeking to recruit a Program Assistant (PA) to assist in the country activities of the Pacific Region, which include offices in PNG, Fiji, Solomon Islands and Vanuatu. The PA will plan coordinate all aspects of office support as well as lead the ACS team. This role requires a motivated and mature individual who can successfully leverage teams and departments across the World Bank Group. The position will report to the Country Manager who will provide supervision and guidance. Role & Responsibilities: The roles and responsibilities of the role include but are not limited to: Country Office Management:

Participate in the implementation of the unit's objectives and work program with specific responsibilities to:
Act as most senior contact for office support teams across IFC’s Pacific regional offices, and coordinate with functional units including IT, Finance, Corporate Security to ensure the smooth operations of the offices.
Establish effective working relationships with counterparts in other Bank Group units, actively fostering open communication and an environment of teamwork both within the unit and across other organizational units.
Provide high-quality administrative and executive support to the Country Manager to ensure smooth operation of the Pacific unit.
Have primarily responsibility for office space and facilities; Coordinate with the Regional Facilities & IT Coordinators on issues of office equipment and information equipment and systems.
Act as Time Recording System (TRS) and Leave and Attendance Recording System (LARS) coordinator.
Supervise junior staff and serve as the focal point person for regional and institutional activities involving level GA to GD staff in the country office.
Support Country Manager as needed for ad hoc tasks (e.g., managing high-level visits).
Function with a high level of judgement, discretion and minimum supervision to provide a wide range of executive assistance, especially in the areas of managing priorities, workflow, correspondence, management of meetings including taking a proactive role coordinating relevant briefing/background materials, basic research and delivery of services.

Representation and Liaison:

Provide guidance, leadership and direction within the CO to facilitate a changing work environment and a strong communication flow among virtual teams.
Serve as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally.
Interact and maintain an effective network with clients to ensure effective cooperation in support of CO and IFC program needs.
Lead the organization of events, workshops, learning events and high-level visits.

Leadership of the Administrative Client Support (ACS):

Assume responsibility for the overall quality of delivery, organization and coordination of office administrative support work.
Responsible for maintaining overview of the ACS work program and workload by collaborating and coordinating with task team members on ACS support, scheduling and resolving work priorities. S/he is expected to provide guidance, leadership, and direction to facilitate a forward-thinking work environment, to be proactive in resolving challenges in a productive way, and to promote knowledge-sharing among the ACS.
Supervise and provide overall leadership, guidance and feedback to ACS staff by providing primary input to their Performance Evaluation (PEP).
Formulate on-the-job training programs and assess and evaluate the training needs for ACS in the CO, through the information and learning plans.
Initiate career development opportunities, e.g., rotation, developmental and short-term assignments outside the unit. Solicit and consolidate work team inputs and provide, in consultation with other team members, regular and constructive feedback on performance
Work closely with the HR Account Manager based in Singapore to interview, select, coach and mentor CO ACS.
Handle logistics (briefings, etc.) regarding onboarding of new hires.

Selection Criteria

Bachelor’s degree with 5 to 7 years of experience, or equivalent combination of education and experience.
Outstanding skills in organizing, prioritizing, planning and coordinating work and other activities internally and externally;
Excellent interpersonal skills, and proven ability to work in a team-oriented, multi-cultural environment;
Maturity and ability to interact with staff at all levels, and build strong working relationships with counterparts across the region and the World Bank Group;
High degree of integrity, a positive attitude, and composure in difficult or stressful situations
Competence in drafting business correspondence

Required Competencies:

Tasks and workflow management - Has good organizational skills, and the ability to work capably in a fast-paced, deadline-oriented environment, managing multiple tasks within tight deadlines. Ability to operate at a senior level.
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.
Team leadership - Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Able to organize and/or conduct training for team members on procedures, policies and work activities.
Client orientation - 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.
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 communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WBG administrative guidelines and best practices. Able to contribute to unit's knowledge sharing.
Business judgment and analytical decision making - Able to effectively and independently provide general research support. Demonstrates ability to assess situations and make sound judgment on action needed.

Poverty has no borders, neither does excellence. We succeed because of our differences and we continuously search for qualified individuals with diverse backgrounds from around the globe. APPLY HERE

Tags: International Finance Corporation (IFC)

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Program Assistant

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