E T Temporary - Program Assistant

World Bank Group•Washington, DC

5d•Onsite

About The Position

The Program Assistant provides high-quality administrative and logistical support to the Managing Director and WBG Chief Administrative Officer (MDCAO), the Director of Strategy and Operations, and other MDCAO Front Office staff. The role supports the efficient day-to-day functioning of the Front Office through calendar management, briefing materials, correspondence, communications, mission and event arrangements, reception and hospitality, and office logistics. The position handles sensitive and confidential information with discretion and may act as a back-up to the Senior Executive Assistant. This is a temporary position with a term duration of nine months, based in Washington, DC.

Requirements

High school diploma or equivalent, with at least seven years of relevant experience, or an equivalent combination of education and experience.
Ability to learn processes and procedures quickly.
Excellent administrative and organizational skills, including working under pressure, handling concurrent activities, setting priorities, and managing multiple assignments with minimal supervision.
Strong ownership and accountability, urgency, and ability to deliver high-quality work within tight deadlines.
Excellent attention to detail and accuracy, sound judgment, and ability to recognize matters requiring urgency, sensitivity, or confidentiality.
Ability to collaborate effectively with colleagues and contribute productively to team work, with openness, respect, and a collaborative mindset.
Demonstrated discretion when handling confidential materials.
Ability to interact with internal and external clients with discretion and diplomacy and resolve client-related issues.
Excellent English grammar and spelling, with strong proofreading and copyediting skills.
Excellent proficiency in Microsoft Office, particularly Word, including formatting complex documents, and strong Excel and PowerPoint skills; willingness and ability to learn new applications.
Ability to retrieve, gather, and synthesize information from various sources.
Flexibility with working hours and willingness to work extended hours at short notice when required.

Nice To Haves

Broad knowledge of World Bank Group organization and work programs.
Understanding of World Bank Group information classification policies.
Knowledge of protocol.
Knowledge of WBG policies, processes, and administrative procedures is preferred.
Experience working in fragile, conflict-affected, and violent contexts is encouraged to be highlighted where applicable.

Responsibilities

Provide administrative and logistical support to MDCAO, the Director of Strategy and Operations, and other Front Office staff, including preparing and distributing briefing books and mission briefings, managing calendars, handling inquiries, preparing routine correspondence, and providing basic research support.
Liaise with internal and external stakeholders to coordinate activities and support effective information flow and communication.
Support missions by preparing and distributing itineraries and briefing materials, coordinating schedules, travel and visa requests, and assisting with office logistics and security arrangements.
Coordinate logistics for Headquarters meetings, conferences, workshops, and other events.
Provide reception and hospitality support for visitors and guests, including coordinating arrivals and meetings and welcoming and directing guests.
Handle sensitive and confidential correspondence and information with discretion.
Maintain distribution and contact lists and support distribution of documents and materials.
Support daily Front Office operations by monitoring supplies, equipment, and coffee/tea facilities and coordinating with Facilities Management and other teams to address issues.
Undertake other administrative and logistical responsibilities as assigned by Front Office staff, including the Senior Executive Assistant, and other mutually agreed tasks.
Act as back-up to the Senior Executive Assistant as needed.