Program Assistant

World Bank Group•Washington, DC

13d•Onsite

About The Position

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries, a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org. The Fund for responding to Loss and Damage At COP27 and CMA4, the Conference of the Parties (COP) to the United Nations Framework Convention on Climate Change (UNFCCC) and the Conference of the Parties serving as the Meeting of the Parties to the Paris Agreement (CMA) established funding arrangements to assist developing countries particularly vulnerable to climate change. This decision established the Fund for responding to Loss and Damage (FRLD) to assist developing countries vulnerable to the economic and non-economic impacts of climate change, including extreme weather and slow onset events. At COP28 and CMA5, the COP/CMA formally approved the Fund’s Governing Instrument, designating it as part of the UNFCCC’s financial mechanism and placing it under the guidance of both COP and CMA. The decision authorized the Fund’s Board to secure a hosting arrangement with the World Bank as an interim trustee for four years, which includes hosting the Fund’s secretariat (Secretariat). The World Bank has agreed to act as trustee and administer the Trust Fund in line with the COP/CMA’s stipulations. The Secretariat, hosted by the World Bank in Washington, D.C., and led by the Executive Director (ED), coordinates the Fund’s strategic activities across its governing bodies, including the Board, and the World Bank (as Trustee and Secretariat host), manages institutional relations with the Fund’s stakeholders, and drives thought leadership to deliver the Board’s vision and policies.

Requirements

Knowledge of WBG administrative procedures and guidelines, including travel and PCard policies. WB Procurement and recruitment rules.
Strong organizational skills; ability to prioritize and manage multiple concurrent tasks under time constraints.
Proficiency with office technology and WBG systems: Admin Portal, Outlook, MS Teams, Webex, MS Word, Excel, PowerPoint; ability to learn other Bank systems as needed.
High level of discretion, judgment, and diplomacy in handling sensitive information and communications.
Demonstrated initiative and resourcefulness; strong attention to detail and follow-through.
Effective communication and client orientation; ability to work in a multicultural, team-oriented environment.
Bachelor’s degree or equivalent experience; 5 years of relevant administrative experience.
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.
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.
Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people, especially with respect to TF administration and management.
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.
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.
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.
Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so. Allocates and prioritizes resources according to areas of most urgent need and greatest impact for the client.
Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

Nice To Haves

Spanish, French, Arabic, Russian or Chinese

Responsibilities

Provide a full range of administrative support to FRLD team leads, including calendar management, scheduling, meeting logistics, document preparation/formatting, and records management.
Handle travel arrangements for FRLD Secretariat team, including initiating travel requests, coordinating itineraries, arranging visas and hotels, and ensuring compliance with WBG travel policies and budget approvals.
Provide operational support as needed, including Board related logistic needs (support to the travel coordinator if needed), event logistics, onboarding support for FRLD staff, basic data entry, correspondence, and other tasks assigned to meet evolving needs.
Process purchases via PCard in accordance with WBG guidelines, including transaction reconciliation, receipt management, and timely submission of supporting documentation.
Coordinate closely with the Offices of the ED and DED on administrative tasks, ensuring consistent communication, timely follow-up, and alignment with office priorities.
Replenish office and coffee supplies, manage stock levels, maintain a simple inventory tracker, and coordinate with approved vendors. Organize and oversee logistics and catering for the small office events.
Maintain orderliness of the office environment and shared spaces; prepare meeting rooms and ensure office equipment is functional.
Ensure reception and visitor management services for the Secretariat's office, including providing front desk coverage as required and supporting a professional and welcoming environment for staff, Board members, partners, and visitors.
Uphold standards of confidentiality, professionalism, and policy compliance in all activities.
Provide back-up services in the absence of the Senior Program Assistant and the other Program Assistant.