JOB #:

170189

TITLE:

PROGRAM ASSISTANT

JOB STREAM:

ADMINISTRATION

LOCATION:

NAIROBI, KENYA

CLOSING DATE:

02/14/2017

BACKGROUND / GENERAL DESCRIPTION:

In FY16, our long-term investments in developing countries rose to nearly $19 billion, leveraging our capital, expertise and influence to help the private sector end extreme poverty and boost shared prosperity. For more information, visit www.ifc.org.  

The International Finance Corporation (IFC) the private sector of the World Bank Group, 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 mapped to Manufacturing Services Department and also be a team member of a large group in the office. The selected candidate must be willing to be fully involved in the substance of the program’s work and thrive upon challenge.

Note: 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 3 year term appointment.

DUTIES AND ACCOUNTABILITIES:

• 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;

• Has ability to organize and implement projects and tasks, set priorities, coordinate and monitor assignments to maximize efficiency and quality

• Has technology and operating systems knowledge needed to provide quality client support in efficient and cost effective manner. Is an early adopter and embracer of new technology and systems

• 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 conferences, seminars, workshops etc;

• Tracks assigned project steps/timetables, coordinates with relevant staff and provides assistance and/or information on projected related matters;

• 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);

• Corresponds with vendors to solicit price quotes for supplies and make hotel reservations in accordance with World Bank Group policy;

• 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 with other team members and contributes productively to the team’s work and output. Fully involves others in the work of the team.

SELECTION CRITERIA:

• Proficiency in using advanced functions of World Bank standard computer applications (MS office 2013).

• 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 Group’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, Iportal 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.

• Ability to pass relevant World Bank Group 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

• Ability to produce highly-quality work under pressure.

• Willingly adapts to constantly changing circumstances and environment while maintaining an organizational perspective. Engages in continuous learning, adjusting the application of knowledge, skills and abilities while the work program and operating environment changes.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.