Location: Dhaka
Deadline: Thursday, 22 August 2013
Description
Background / General description:
This is a country office position in Bangladesh subject to local recruitment under the Bangladesh compensation plan. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply.
The World Bank Dhaka Office is seeking applications from qualified candidates for the position of a Program Assistant in the Country Management Unit (CMU).
The incumbent will provide executive assistance to the Operations Adviser and administrative support to CMU. This will involve, inter alia, coordination of the portfolio team's workflow, interaction with sector staff and managers inside the World Bank on country program and portfolio issues, and liaison with senior officials in Government to arrange meetings, portfolio reviews, and other events.
The incumbent should also be able to seamlessly manage CMU administrative tasks, in absence of the Senior Executive Assistant to the Country Director.
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 3 year term appointment.
Duties and Accountabilities:
The incumbent will provide a wide range of executive assistance services to the Operations Adviser, coordinate administrative work for the CMU portfolio management team, and perform specific tasks assigned by the Operations Adviser. Specifically, the Program Assistant will:
- Serve as the first point of contact for the Operations Advisor and CMU portfolio team, liaising with an extensive network of contacts (both internally and externally) and responding to inquiries.
- Coordinate and monitor multiple and diverse work processes to ensure that the CMU portfolio team responds to incoming requests in a timely manner and that CMU management decisions are carried out as directed.
- Screen documents, prioritize these for approval, action or signature, and proofread them before submitting for the signature of the Operations Adviser or Country Director.
- Arrange the distribution of documents from the Operations Advisor's office to relevant work units, managers and staff.
- Draft correspondence and meeting minutes as assigned by the Operations Advisor or Country Director.
- Coordinate the Operations Adviser's and portfolio team's appointments, including proactive scheduling of mission meetings to brief the CMU.
- Serve as CMU focal point for mission clearance letters and for monthly WBOD calendar of planned events.
- Provide back up support to the Senior Executive Assistant to the Country Director and to the CMU Encorr focal point.
- Perform any specific task or carry out ad hoc assignments on instruction of the Operations Adviser or the Country Director.
Selection Criteria:
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 proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
Team Leadership (ACS) - Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team.
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 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.
OTHER SELECTION CRITERIA:
- Minimum Education: High School degree (BA desirable)
- Minimum Years of Relevant Experience: 5 to 7 years of responsible, relevant office support experience.
- Ability to pass relevant World Bank Group tests (English grammar & spelling, Microsoft Office applications - Word, Excel, PowerPoint)
- Strong English and Bangla language skills (verbal and written), including ability to draft a variety of correspondence and edit materials using proper grammar, punctuation.
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