Program Assistant

2 weeks ago

Pretoria, South Africa World Bank Group Full time
Job title : Program AssistantJob Location : Gauteng, PretoriaDeadline : December 11, 2024Quick Recommended Links
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Roles & Responsibility 

  • The Program Assistant duties and accountabilities include, but are not limited to, the following:

Operational and administrative support:

The selected candidate will be assigned to support a set of sectors, as well as for 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:

  • Work on interpreting existing procedures and processes, independently determine which should be used, and apply these appropriately.
  • Extensively coordinate with other World Bank Group (WBG) units, and frequently liaison with team members regardless of location, and with external counterparts.
  • Provide primary assistance in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g. task management, procurement, database management, knowledge management, information technology, etc.
  • Work regularly and substantially in more than one language, to include translating/drafting a variety of standard documents, applying effective proofreading and grammar skills in English.
  • Identify and resolve diverse issues/problems as they arise, while following and independently applying existing procedures and processes.
  • Suggest ways to enhance work organization and effectiveness.
  • Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, Vice-President Unit (VPU) and institutional guidelines.
  • Participate in developing project/product timelines, using appropriate software.
  • Attend meetings, draft minutes, and ensure timely clearance and distribution.
  • Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and draft a variety of standard project-related correspondences.
  • Monitor task budget/trust funds for specific projects on behalf of the team.
  • Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data.
  • Participate in mission field work as required.
  • Coordinate schedules taking priorities into account, monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the WBG.
  • Assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
  • Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
  • Maintain up-to-date work unit project and other files (both paper and electronic).
  • Responsible for submitting travel requests, following up on approvals, and arranging bookings through designated office travel agent.
  • Mentor less experienced staff.
  • Undertake ad-hoc assignments and provide support to other staff in the unit as required.

Selection Criteria

  • Bachelor’s degree with 4 years of experience or equivalent combination of education and experience.
  • Prior experience in administration assistance in multi-national or international organization is preferred.
  • Excellent command of written and spoken English, including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials.
  • Effective time management and organizational skills
  • Ability to retrieve reference materials from various sources (e.g. databases or other filing systems, Internet, etc.)
  • Demonstrated initiative and resourcefulness.
  • Proven ability to build relationship and interact positively with senior counterparts in the public and private sectors.
  • Committed team player with good inter-personal skills and ability to work effectively in a multi-cultural environment.
  • Ability to produce high-quality work under pressure.

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