World Bank seeks to recruit a program assistant – Mali

Description

Background

The World Bank is an international financial institution which provides financial and technical assistance to support economic growth and poverty reduction in developing countries. The World Bank is a committed partner in the effort to help Mali bring about growth, good governance, and poverty reduction for the people of Mali.  The World Bank brings three things to this effort: i) Global knowledge and expertise to undertake research and provide policy advice; ii) Financing for investment projects and policy-based budget support; iii) Support for development partner coordination. As a member of our staff, you will join a team of specialist and operational staff dedicated to supporting effective partnership, with Government, development partners and civil society across a range of governance, social and economic sectors.

Duties and accountabilities

The Program Assistant will provide a wide range of administrative support to the Unit/Team.  Her/his duties and responsibilities will include, but not limited to, the following:

• Provide a wide range of office support to the World Bank Bamako office Country Direction Front Office and management to make a significant contribution to the achievement of the unit work program ;
• Provide administrative support to workshops/conferences, missions, set up meetings, organize group trips of counterparts, make extensive travel arrangements, prepare trip requests and reimbursement, flight/vehicle arrangement ;
• Attend meetings, draft minutes and ensures timely clearance and distribution ;
• Work typically requires interpreting existing procedures and processes, independently determining which should be used, and applying these appropriately. Work requires extensive coordination with other Bank Group Units and frequent liaison with team members, regardless of location, and external counterparts ;
• Monitor budget/milestones for specific projects on behalf of the team ;
• Process consultant contracts, consulting firms, ensure the fulfilment of statutory requirements for onboarding, organize their travel arrangements and reimbursements ;
• Use word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution ;
• Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group ;
• With the highest level of discretion, assistance in support of the CD, setting and managing priorities and workflow of CD ;
• In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.) monitor specific activities, (i.e., task, budget, etc.) within teams or clusters ;
• Maintain current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team ;
• Maintain up-to-date work unit project and other files (both paper and electronic) ;
• Assist team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and French language ;
• Independently perform various system-related and process-related tasks unique to the World Bank ;
• Maintain relationship with Country Office staff and external counterparts ;
• Suggest ways to enhance work organization and effectiveness.

Selection Criteria

• Bachelor’s degree and 5 years of professional working experience in related field with international development institutions or other donor organizations would be an advantage ;
• Excellent communication skills and the ability to command both written and spoken of French and English
• Computer literate e.g. Word, Excel, PowerPoint, e-mail, and ability to search as well as extract information on the internet ;
• Excellent skill in preparing PowerPoint and other visual presentation ;
• Excellent interpersonal and communication skills, with ability to interact diplomatically with clients and staff at all levels, recognized ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information ;
• Excellent organizational, administrative and time management skills ;
• Effective analytical, research and problem-solving skills ;
• Able to coach less experienced staff on relevant technology and systems.

Competencies :

• Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Ability to coach less experienced staff on relevant technology and systems ;
• Project and task management – Ability 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. Ability 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. Ability to participate in change activities and initiatives ;
• Team Leadership (ACS) – Ability to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Ability to organize and/or conduct training for team members on procedures, policies and work activities ;
• 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), excellent behavior and Inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view and acknowledging contribution from other colleagues ;
• Knowledge, Learning and Communication – Strong capacity 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. Ability and readiness to contribute to unit’s knowledge sharing ;
• Business Judgment and Analytical Decision Making – Ability to effectively and independently provide general research support. Demonstrates ability to access situation, and make sound judgment on action needed.

The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.  Sub-Saharan African nationals, Caribbean nationals, and female candidates are strongly encouraged to apply.

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