Job: Program Assistant

Location: Dakar, Senegal 
Deadline: Thursday, 24 October 2013 

Description

Background / General description:

The Water and Sanitation Program (WSP) is a global partnership, administered by the World Bank, with a mission to help poor people gain sustained access to water supply and sanitation services. WSP works in partnership with country client governments, external support agencies, water sector professionals, civil society and private organizations to improve various institutional, technical, economic, financial, and legal aspects of service delivery options and to promote large-scale programs to accelerate service provision to the poor. It also identifies and analyses key sector problems, identifies solutions, documents and shares lessons from the field and disseminates knowledge at local, national, regional and global level. .

WSP's Business Plan for fiscal years 2011 to 2015 proposes to contribute to sector outcomes in six strategic areas: 1) scaling up rural sanitation and hygiene; 2) creating sustainable services through domestic private sector participation; 3) supporting poor-inclusive sector reform; 4) targeting the urban poor and improving services in small towns; 5) mitigating and adapting service delivery to climate change impacts; and 6) delivering services in fragile states.

WSP has offices in 24 countries across Africa, East Asia and the Pacific, Latin America and the Caribbean, South Asia, and in Washington, DC. WSP is led by a Program Manager located in the World Bank's Transport, Water and ICT Department in the Sustainable Development Network (SDN) Vice Presidency. The WSP Africa regional office is based in Nairobi. For more information about WSP please visit www.wsp.org.

Purpose and Scope of the Job:

In Africa, WSP is recognized as a leading source of knowledge and expertise on WSS policy and practices. Through its country and thematic work, WSP-Africa seeks to develop new and comparative bodies of knowledge in areas that are judged most likely to assist achieving the WSS MDGs. Thematic support to countries is consolidated within the framework of national action plans to meet the WSS MDGs, whilst specific country support is focused on neglected sector components, such as rural water supply, sanitation and hygiene services to the urban poor, and sector finance. WSP-Africa also supports advocacy and sharing of best practice information across the region.

WSP-Africa seeks to appoint a Program Assistant who will provide bilingual support to the WSP office in Senegal, and other WSP focus countries in West Africa. Located in Dakar, Senegal, the Program Assistant will provide administrative and client support services.

Note:

If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

Duties and Accountabilities:

The Program Assistant will:

• Provide primary assistance in the implementation of the Senegal work program and other WSP West African countries including some specialized support in a specific area(s) e.g. task management, procurement, database management, information technology, editorial assistance;
• Independently work with the Senegal and WSP West Africa team staff, consultants, WSP-sponsored individuals, and visitors in travel planning, assuring compliance with World Bank and WSP-specific rules, liaising closely with the Finance and Budget officer in Nairobi;
• Play a key role in organization and coordination of events emanating from Senegal and the sub region such as national, regional and international meetings;
• Travel, as needed, both nationally and internationally, on official business; Participate in mission field work as required;
• Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determine the appropriate application;
• Suggest ways to enhance work organization and effectiveness;
• Exercise quality enhancement function for project and other documents by ensuring adherence to departmental and institutional guidelines;
• Attend meetings, draft routine correspondence and proofread materials using proper grammar, punctuation and style and capable of making full use of shared drive software capabilities;
• Serve as an information resource on status of projects/products and drafts a variety of standard project-related correspondence;
• Monitor task budgets/trust funds for specific projects on behalf of the team;
• Undertake ad hoc inquiries in standard and non-standard databases, retrieve, manipulate and present data;
• Organize and continually update files, archives, mailing lists, etc., relating to Senegal activities, in line with WSP and World Bank standards and requirements.

Supervision:

The Program Assistant will:

• Report to the Principal Regional Team Leader based in Nairobi on all substantive and professional matters. Day to day supervision will be provided by the Senegal Country Coordinator and the Administrative and Client Support staff supervisor;
• Operate under the authority of the Country Director for Senegal and report to relevant staff of the country office on all matters concerning administration and the World Bank's relationship with Senegal. (S)he will follow all the policies and guidelines applicable to the staff of the World Bank Country Office. (S)he will be provided with an office, PC and telephone connection in the World Bank Country Office;
• Observe all rules and regulations governing staff conduct and employment.

Selection Criteria:

• High school diploma with 5 years of direct relevant experience in a large International or service or Private Sector Organization or equivalent combination of education and experience. Preference will be given to candidates with a Bachelors' degree (in Secretarial Studies or Office Management or Business Administration, or in related fields). Fluent English and French is required.
• Successfully complete World Bank tests in place at the time of recruitment as required.

Competencies

• 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 to proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• 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 actors 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 WB 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 situation and make sound judgment on action needed.

More Info and Application