E T Temporary (Program Assistant)

World Bank Group•Washington, DC

10d•Onsite

About The Position

The World Bank Group is seeking a temporary Program Assistant to provide shared support to two units within the Information and Technology Solutions (ITS) Business Administration Department (ITSBA). This role is crucial for ensuring smooth daily operations and contributing to the coordination of strategic initiatives. The ideal candidate will possess strong organizational skills, discretion, and a proactive attitude to help both units achieve their objectives. The ITSBA department is responsible for managing the business of ITS, driving IT transformation, endorsing agile and lean methodologies, and sculpting the IT workforce blueprint. It champions governance, risk management, compliance, and financial oversight, while also fostering innovation and continuous learning. The Program Assistant will support units focused on areas such as Strategy and Advisory, Governance and Business Management, Financial Management, Transformation Management, Workforce Management, Sourcing and Vendor Management, and Staff Engagement.

Requirements

Bachelor’s degree with no experience required or equivalent combination of education and experience.
Demonstrated ability to ensure total discretion, confidentiality, and strong personal ethics.
Demonstrated ability to be proactive, exercise sound judgment, and use problem-solving skills in dealing with unexpected situations, often under pressure.
Proven track record in areas such as judgment, reliability, resourcefulness, and flexibility.
Positive attitude, self-starter, and ability to maintain composure in stressful situations.
Proven analytical, conceptual, and evaluative skills, ability to identify substantive issues and propose solutions.
Proficiency in Bank’s standard computer application functions, in particular Word, Excel, PowerPoint, Internet Browsers, SAP, IFC/WBDocs.
Excellent information technology skills, including proficiency in Word (including formatting and mail merges), Excel, and PowerPoint, and willingness to learn new programs and applications as needed.
Strong oral and written communication skills, and ability to adapt written communication into visual presentations.
Excellent English grammar and spelling are required.
Excellent interpersonal and intercultural communication skills – maturity and ability to interact responsively and tactfully with staff at all levels.
Ability to interact with both internal and external clients with discretion and diplomacy, and to resolve complex client-related issues.
Excellent organizational and administrative skills, in addition to demonstrated ability to multitask and judge priorities under tight deadlines.
Ability to independently manage multiple assignments, prioritizing and coordinating with team members to resolve competing demands.
Ability to create a positive and cohesive team environment within the Front Office and in dealing with other operational units within ITS.
Excellent team player, willing to adjust scope of responsibilities and participate in various activities, as required, to support the quality output of the department.
Essential problem-solving skills and initiative to innovate and learn new ways of dealing with the unexpected, effective analytical and research skills.
Ability to proactively identify, prevent, and/or solve problems.
Able to participate in change activities and initiatives.
Demonstrated discretion in dealing with confidential materials, and a firm understanding of the WBG’s information classification policies.
Unquestionable and demonstrated ability to ensure total confidentiality and strong personal ethics.
Effective conflict resolution skills, ability to identify and analyze performance behavioral issues, give feedback in a timely manner and provide solutions, and implement appropriate action plans for improvement in collaboration with other team members.
Exhibit excellent knowledge of Microsoft Office applications (especially Word to format complex documents) and proficiency in technology or systems relevant to the functional area.
Demonstrate good organizational skills, can plan and prioritize own work and work of internal clients (e.g., manage manager's calendar).
Demonstrate relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people, and able to practically apply this knowledge.
Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology.
Suggest improvements to solve problems.
Initiate collaboration within and beyond the team.
Proactively and regularly share knowledge.

Nice To Haves

2+ years of experience as a team assistant, program assistant, or in similar roles is preferred.
Strong copyediting skills are preferred.
Knowledge of analytics and dashboarding tools such as Power BI or Tableau for visualizing data and tracking performance is desirable.

Responsibilities

Provide comprehensive administrative and logistical support across two units simultaneously, managing calendars, scheduling meetings, drafting routine correspondence, arranging travel, and processing documents.
Serve as back-up to the Senior Executive Assistant and extend support to Team Leads and Managers within the Department as needed.
Manage meeting room and workspace reservations, ensuring proper setup of AV equipment, supplies, and accessibility.
Facilitate coordination and execution of activities by liaising closely with members of the Executive Offices and VPUs.
Handle sensitive and confidential correspondence and information discreetly.
Organize and distribute mission itineraries and briefing materials, coordinate meeting schedules, travel, visa requests, office logistics, and security arrangements.
Lead end-to-end planning and execution of events such as meetings, conferences, and workshops.
Assist with budget management for both units, tracking, organizing, and maintaining visibility on financials.
Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents.
Ensure the smooth running of office spaces, including maintaining office functionality and coordinating Facilities Management staff.
Monitor documents for accuracy, ensure adherence to department and WBG guidelines and procedures, and assist in editing, formatting, and production of documents and correspondence.
Organize and coordinate workflow within the Front Office, ensuring smooth operation of Unit support work and related systems.
Collaborate closely with HR colleagues on recruitment, job postings, contract management, onboarding, and other personnel actions.
Foster a high level of teamwork, maintain a positive and cohesive work environment, and inspire trust throughout both units.
Exercise independent judgment by promptly addressing potential problems or issues/deadlines requiring action.
Establish effective working relationships with counterparts in other ITS units, fostering open communication and teamwork.