Roles & Responsibilities: The selected candidate will be assigned to support a set of sectors, as well as tasks associated to the Unit s overall work program for which ad-hoc support may be needed from time to time, the Program Assistant will be expected to: • Provide assistance at various levels in organizing meetings, conference calls, video conferences, workshops, conferences, including handling administrative and logistic arrangements, preparing and assembling meeting materials, sending out invitations, and follow-up. • Prepare, review, edit and format project documentation according to Bank and Regional guidelines, as well as maintain a coherent filing system ensuring that all projects documents are properly filed and referenced. • Undertake inquiries, investigate standard and non-standard databases, identify and research various sources of information, retrieve, manipulate and present data. • Respond and handle a wide range of extensive and diverse inquiries, prioritizing and making decisions when multiple courses of action are possible and prepare correspondence on a range of topics. • Build and manage relationship with World Bank government and other partners to organize and follow up on meeting planning and scheduling. • Provide administrative support, organize, and manage meeting schedules for task teams (and visiting missions before and while they are in country). • Manage internal and external inquiries related to the status of projects in the absence of task team leader and team members. • Maintain current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team. • Extract, monitor and report on disbursement data for active projects. • Translate short documents from English/Arabic and Arabic/English relevant to the work of the team, such as reports, memos, articles, etc. • Process all travel requests for relevant consultants. • Draft routine correspondence and proofreads materials using proper grammar, punctuation, and style. • Record, disseminate and track all correspondences and minutes of meetings. • 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. • Undertake ad-hoc assignments and provide support to other staff in the unit as required. Selection Criteria • Minimum Education/Experience: Bachelor s Degree with at least 5 years of relevant experience, or the equivalent combination of education and experience. • Excellent IT skills (MS Word, PowerPoint, Excel, Outlook). • Excellent interpersonal, communication (both written and oral Arabic and English) and organizational skills. • Ability to deal tactfully with contacts at all levels, both inside and outside the Bank. • Strong analytical skills and proven attention to details to ensure high professional standards. • Team player with a high degree of motivation, initiative, reliability, and willingness to help others to meet the unit s work objectives. • Experience in event planning and organization. • Ability to draft routine correspondence (memoranda, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation, and style.
