Job: Team/Program Assistant

Location: Washington
Closing Date: Friday, 29 November 2013

Background / General description

The International Finance Corporation (IFC), the private sector investment arm of the World Bank Group, pursues its mission of reducing poverty and improving people's lives by promoting private sector development through investment and advisory services. We are a client-centered, high-impact development institution. We enable our clients to excel through our global expertise, agile local teams and a unique contribution of innovative financing and advisory solutions, thus transforming people's lives. The Climate Business Department (CBD) was created in 2010 as a new global product department and collaborative platform to coordinate, catalyze and optimize all climate business activities within IFC on the investment and advisory fronts. CBD works closely with other industry investment groups within IFC, including Infrastructure; Manufacturing, Agribusiness and Services (MAS); and Financial Markets, as well as all Advisory Services business lines and appropriate counterparts within the World Bank, located both at HQ and in the regions. We are unique for our global perspective on climate, technologies and development, our long-term approach to investments, and our ability to leverage the resources of the entire World Bank Group, as well as our commitment to maximizing the value of our portfolio companies through sustained assistance. CBD has a vacancy for a Team/Program Assistant in its Climate Finance and Policy unit to support the manager and other team members of the Unit. The chosen candidate will provide a full range of administrative, operational and technical support including, but not limited to: - Serves as CBDFP's first point of contact and liaison with both internal and external clients. - Coordinates CBDFP staff needs that typically include but are not limited to scheduling, monitoring emails, making travel arrangements; managing priorities and workflow of the unit and inputting monthly time sheets.

Duties and Accountabilities

Provides administrative assistance including:

(i) Preparation of travel-related activities such as flights, hotels, visas, travel clearances and statement of expenses, for the manager and the team.

(ii) Initiates process in the procurement of goods and services and supplies. Liaises with the Task Leader in gathering information required for recruitment of services (i.e. Terms of Reference, Selection Memo). This also includes identifying and resolving diverse issues/problems as they arise.

(iii) Coordinates flow of information, including routing and follow up of correspondence.

(iv) Sets up meetings by coordinating schedules, monitoring changes, communicating information to appropriate staff and ensuring that relevant background materials are available.

(v) Maintains project files electronically and in hard copy.

(vi) Screens and redirects incoming calls as necessary.

- Tracks assigned task/project steps/timetables and coordinates with relevant staff to ensure deadlines are met, procedures followed and processing is completed timely and effectively.

- Keeps abreast of, and provides guidance on WBG/IFC policies and procedures for procurement and project processing to the team and consultants.

- Assists team by drafting a variety of routine documents, applying effective proofreading and grammar skills and making full use of shared drives and software capabilities.

- Works with staff and HR Coordinator with a high degree of discretion and confidentiality in the handling of STC/STT recruitment.- Provides back up support to other CBD Program Assistants/EA in their absence or during periods of heavy workload and undertakes ad-hoc duties as assigned by the EA.

Selection Criteria

• Minimum 3-5 years of relevant experience.
• Proficiency in World Bank Group's standard software package, i.e., MS Office software, PowerPoint, Word, Excel.
• Experience with IFC applications, i.e. iDesk, iDocs, eConsultant2, is also desirable.
• Full proficiency in English, both oral and written, with proven ability to draft a variety of correspondence and edit materials independently.
• Ability to demonstrate good judgment, tact and high level of discretion in dealing with confidential and sensitive matters.
• Effective time management and organizational skills, with ability to adapt to changing business needs and produce high-quality work under pressure.
• Exhibits positive and client service attitude, initiative, reliability, resourcefulness and follow through on team priorities and responds to requests for information in a timely manner.
• Demonstrates respect for different points of view in a multi-cultural environment and commitment to contribute productively to the team's work and output.
• Ability to work with minimum supervision.
• Ability to multi-task and willingness to learn new skills.
• Only on-line applications are accepted; applications by email will neither be accepted nor acknowledged.

Only shortlisted candidates will be contacted for interviews.

More Info and Application