Job #: req24556
Organization: World Bank
Sector: Administration/Office Support
Grade: GC
Term Duration: 2 years 0 months
Recruitment Type: Local Recruitment
Location: Bujumbura,Burundi
Required Language(s): English
Preferred Language(s): French
Closing Date: 10/17/2023 (MM/DD/YYYY) at 11:59pm UTC
Description
Do you want to build a career that is truly worthwhile? Working at the World Bank provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank consists of two entities – the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). It is a global development cooperative owned by 189 member countries. As the largest development bank in the world, the World Bank provides loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries, and coordinates responses to regional and global challenges. Visit www.worldbank.org
The World Bank Burundi Country Office (CO) is looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as a Program Assistant. The Africa East and Southern Region attaches importance to creating a supportive work environment, based on the values of teamwork, transparency, trust, client service, and professional excellence. The overall purpose of the assignment is to provide administrative, logistical and operational support to the World Bank Burundi Country Office.
Roles & Responsibilities:
The selected candidate will be assigned to support a set of sectors, as well as for tasks associated to the Unit’s overall work program for which ad-hoc support may be needed from time to time. The Program Assistant will be expected to:
Operational and administrative support:
•Work on interpreting existing procedures and processes, independently determine which should be used, and apply these appropriately.
•Extensively coordinate with other World Bank Group (WBG) units, and frequently liaison with team members regardless of location, and with external counterparts.
•Provide primary assistance in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g. task management, procurement, database management, knowledge management, information technology, etc.
•Work regularly and substantially in more than one language, to include translating/drafting a variety of standard documents, applying effective proofreading and grammar skills in English and French.
•Identify and resolve diverse issues/problems as they arise, while following and independently applying existing procedures and processes.
•Suggest ways to enhance work organization and effectiveness.
•Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, Vice-President Unit (VPU) and institutional guidelines.
•Participate in developing project/product timelines, using appropriate software.
•Attend meetings, draft minutes, and ensure timely clearance and distribution.
•Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and draft a variety of standard project-related correspondences.
•Monitor task budget/trust funds for specific projects on behalf of the team.
•Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data.
•Participate in mission field work as required.
Information Management and Client interaction:
•Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.
•Maintain current distribution lists, phone/address lists of Project/product contacts, and distribute documents for the team.
•Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office.
•Track and report on appropriate aspects of the Team’s operational activities.
Time management & Logistic planning:
•Arrange working schedule and meeting with counterparts for the visiting teams.
•Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
•Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide quality assistance and/or information on project-related matters.
•Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g., conferences, workshops, negotiations, board presentation and signing, field missions, etc.
•Maintain confidentiality in the workplace.
Other duties:
•Serve as a back-up to the Executive Assistant and other ACS staff on Project and administrative tasks.
•Perform other tasks as requested by the Supervisor.
Competencies:
•Technology and systems knowledge – Demonstrate 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 in technology.
•Project and task management - Exhibit good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
•Institutional policies, processes, and procedures - Demonstrate knowledge of own department’s programs and products, know key players, understand own role. Display understanding of WB policies and procedures relevant to the area of assigned responsibilities and able to apply/ implement them.
•Versatility and adaptability - Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change.
•Client Orientation (ACS) - Exhibit good communication skills, positive and professional client service attitude; able to understand clients’ needs and complete them professionally.
•Learning, knowledge sharing and communication (ACS) - Good French and English language skills (verbal and written). Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
•Business judgment and analytical decision making (ACS) - Able to manage information and support retention and disposition of information and records. Can be relied on to use own judgement to complete assigned tasks, reporting back, and have judgement when to seek further guidance. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.
•Drive for Results - Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so. Being able respect deadlines and can be relied on to assure physical presence when required (within reason).
•Teamwork (Collaboration) and Inclusion - Collaborate with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view. Willing and able to mentor junior colleagues.
Selection Criteria
•Bachelor + four-year experience of relevant experience Ability to pass relevant Bank Group tests in place at time of recruitment (e.g., English language, computer applications, etc.).
•Previous experience with a multilateral/bilateral organization is an advantage.
•English and French skills required (written and spoken), including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials.
•Effective time management and organizational skills.
•Demonstrated initiative and resourcefulness.
•Proven ability to build relationship and interact positively with senior counterparts in the public and private sectors, in French and English.
•Committed team player with good inter-personal skills and ability to work effectively in a multi-cultural environment.
•Ability to produce high-quality work under pressure.
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.
