| Job #: | 140148 |
| Title: | Program Assistant |
| Job Stream: | Administration |
| Location: | Nairobi, Kenya |
| Closing Date: | 02/12/2014 |
| Background / General description: | |
| The International Finance Corporation (IFC), a member of the World Bank Group, promotes sustainable private sector investment in developing countries, helping to reduce poverty and improve people's lives. In addition to providing long-term financing to clients, IFC also provides a wide range of advisory services to support private sector development in member countries. The International Finance Corporation (IFC), Infrastructure Department in Nairobi, Kenya is seeking to recruit a dynamic, outgoing, organized and suitably qualified candidate to fill the post of Program Assistant. The primary objective of the Program Assistant will be to support a team of non-administrative staff and also be a team member of a large group in the East Africa region and Washington DC. The selected candidate must be willing to be fully involved in the substance of the program’s work and thrive upon challenge. 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 be a member of the Country Office staff recruited locally and based in Nairobi, Kenya. The Program Assistant has dual reporting to Infrastructure Department and to the Executive Assistant based in the Office of the Director, Eastern and Southern Africa, in Nairobi office. Specific duties will include the following: • Drafts routine correspondence and proof-reads and edits materials using proper grammar, punctuation, and style; • Incorporates agreed upon review comments into documents, making full use of shared drives and software capabilities; • Uses MS office and desktop publishing skills to type complex texts, reports, futures, graphs, etc. according to standard Bank formats and distribution; • Coordinates schedules taking priority into account, monitors changes, and communicates the information to staff inside and outside the immediate work unit, including officials outside the bank; • Solves non-routine problems (e.g. responds to requests requiring research to address query at hand, etc); • Assists in preparation of client external and internal meetings, conferences, seminars, workshops etc; • Tracks assigned project steps/timetables, coordinates with relevant staff and provides assistance and/or information on projected related matters; • Provide input in the program’s monthly reports and oversee data input from respective team members. • Respond to initial project enquiries from clients and provide information on the mandate and activities of the program. • Takes the lead to use workflow management and planning systems and databases for the team’s efficiency • Maintains current distribution lists, phone/addresses lists of project/product contacts, and distributes documents for relevant task teams; • Maintains up-to-date work unit project and other files (both paper and electronic); • Manages logistics requests for the visiting missions of the units; • Handles bookings for business travels; obtains tickets from the travel agency, requests visas for staff; • Collaborates at the unit/department and across the institution level • Able to procure resources that will enable team work efficiently | |
| Selection Criteria: | |
| • Minimum of college diploma preferably in Secretarial Studies or Office Management or Business Administration with 5 - 7 years relevant work experience in a large international organization or service or private sector organization. • Proficiency in using advanced functions of World Bank standard computer applications (MS office 2010). • Knowledge of, and ability to execute diverse and intricate work procedures related to the timely processing and production of assigned outputs and supporting administrative activities. • Applied knowledge of World Bank’s organization, procedures and practices, including IFC records management and filing procedures is desirable but not essential. • Ability to retrieve reference materials from various sources (e.g. databases, IFCDocs or other filing systems, joint library, internet etc.). • Demonstrated use of initiative and ability to make appropriate linkages in work requirements and to anticipate next steps. • Excellent attention to detail, including proof reading documents for accuracy and entering information accurately. • Ability to pass relevant World Bank tests (e.g. English language, computer applications, etc.) as required. • Committed, dedicated team player with the ability to deal tactfully and effectively with staff and clients in a multi-cultural environment. • Excellent English skills (verbal and written) including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style. French language skills desirable. • Effective time management and organizational skills. • Recognizes and addresses challenges to effective teamwork • Good judgment and tact when handling sensitive issues • Ability to produce highly-quality work under pressure. • Ability to take initiative to improve and pursue personal development and training opportunities. Success factors of the job are: prioritization of work, teamwork, initiative and excellent attitude towards work in a constantly changing environment; demonstration of ability to work under pressure, ability to handle multiple tasks simultaneously and distribute time effectively. APPLY | |
