Job: Program Assistant

Location: Washington 
Deadline: Monday, 23 September 2013 

Description

Background / General description:

Organizationally, LEG includes geographically-based Practice Groups devoted to the legal aspects of the Bank's lending operations; cross-regional Advisory Practice Groups, which provide specialized sectoral advice and services; and Corporate Practice Groups, which provide advice on corporate financial, administrative and institutional matters.

The Institutional Administration Practice Group (LEGIA) provides a wide-range of legal advice to clients throughout the Bank Group. LEGIA represents the Bank in external litigation, ensuring the protection of the Bank's privileges and immunities. LEGIA also represents Bank Group management in internal employment litigation by preparing written pleadings. It advises Bank Group management on ethics and employment matters, including compliance with the Staff Rules and Principles of Staff Employment as well as alternative dispute resolution mechanisms. LEGIA acts as counsel to the Board of Directors on personnel and administration matters, primarily through the Human Resources Committee and the Committee on Governance and Administrative Matters.

LEGIA provides legal advice on a variety of matters throughout the Bank and, with respect to some matters, IFC, MIGA and ICSID. LEGIA advises the Bank Group's General Services Department on real estate matters, corporate procurement, and application of the Vendor Eligibility Policy. It acts as counsel to the Bank's Office of the Publisher, as well as other Bank units, on a variety of intellectual property issues, including trademark infringement, trademark registration, and copyright, as well as emerging social media issues. It also advises the Bank's Human Resources Vice Presidency on the formulation of employment, compensation and benefits policies.

Duties and Accountabilities:

The PA will report to the Chief Counsel, will provide support to lawyers within LEGIA and will contribute to the smooth delivery of services to Legal's clients. Additionally, he/she will be expected to provide administrative assistance within LEGIA. Duties will include:

• Independently respond in a timely and highly professional manner, to extensive and diverse inquiries, and make decisions when multiple courses of action are possible.
• Provide quality control by monitoring documents for accuracy, ensuring adherence to unit and Bank guidelines and procedures.
• Coordinate multiple and diverse work processes and activities, ensuring smooth operation of ongoing office administrative functions, and monitor the timely delivery of products.
• Conduct a variety of legal tasks and research on assigned issues, using existing law files and alternative sources (e.g. searches using the internet, intranet or other databases) and analyze information and summarize findings.
• Organize LEGIA documents and records in accordance with appropriate standards such as WBDocs and hard copies as required by unit and VPU guidelines.
• Assist Chief Counsel and LEGIA lawyers with scheduling of meetings; formatting and distribution of documents, and courier requests.
• Assist LEGIA paralegal with document processing for the World Bank Administrative Tribunal pleadings and ensure that all Tribunal pleadings and other relevant documents are filed in WBDOCs.
• Maintain unit office supplies, provide office technology as needed.
• Provide support to Chief Counsel with respect to outside counsel invoices. Follow up with LEGRA-BUD staff to facilitate payment of invoices.
• Collect payment for personal calls through SAP.
• Assist unit staff with general SAP travel, TRS and LARS questions. Act as TRS and LARS coordinator for LEGIA.

Selection Criteria:

Education

• Minimum High School Degree. College degree preferred.
• 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.

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.

Personal Style

• Positive attitude, high degree of motivation, initiative, flexibility and reliability.
• Time and Flexibility
• Willingness to work overtime and to be flexible in terms of hours.
• 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.

Office Administration

• Exhibits good understanding of unit's portfolio. Able to organize, prioritize, coordinate, and monitor distribution of unit's work activities to ensure that work program is properly carried out and delivered in a timely and collaborative manner.

More Info and Application