Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org

The World Bank Country Office in Ethiopia is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced, and culturally diverse environment, to work as a Senior Program Assistant based in Addis Ababa, Ethiopia.

The successful candidate will work under the leadership of the Country Director and will report to the Operations Manager. The day-to-day supervision will be ensured by the Senior Executive Assistant who provides supervision and guidance to the ACS (Administrative and Client Support) staff. The selected candidate will provide administrative and client support to the Sustainable Development (SD) Practice Groups, and at the beginning of the Water Global Practice, the SD Program Leader and the decentralized Water Practice Manager in Addis Ababa. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Duties and Responsibilities

These include but are not limited to:

• Maintain full familiarity with contents of operational documents, reports and Board documents. Keep work program teams abreast of changes in institutional, regional operational and administrative procedures. Based on this, advise project teams during different stages of the Project Cycle, and provide them with support on procedures and requirements from project identification to completion.
• Support Task Team Leaders (TTLs) and Task Teams in handling internal and external inquiries relating to the status of projects in the absence of task team leaders and team members.
• Draft, compile and format a wide range of operational, administrative or other project-related documents (e.g. drafting standard sections of reports, project appraisal documents, aide memoirs Board notices, preparing project cost data tables/ sheets, project monitoring) and following up on key actions; handling clearance procedures and finalization of documents ensuring incorporation of necessary amendments, etc.
• Assist the Task Team Leaders (TTLs) and Country Management Unit to monitor the unit’s portfolio by liaising with teams to ensure that all the milestones are up-to-date.
• For proposed new projects, facilitate the creation of Activity Initiation Sheets (AIS) in SAP and ensure that teams are using Portal or SAP to update the Activity Update Summaries (AUS) as well as the Activity Completion Summaries (ACS).
• Support and ensure the unit’s compliance with the schedule of Implementation Supervision Reports (ISR), working with the portfolio team, Program Leaders and Task Team Leaders to ensure that the ISRs are submitted and archived in a timely manner.
• Coordinate with safeguard’s focal point and ensure all the Bank’s safeguard requirements are adhered to (environmental and social).
• Prepare reports (as and when required) based on the Unit’s budget allocation and check inconsistencies, overspending or under-spending, discuss reports with the Unit’s responsible person.
• Participate in various internal/external meetings (concept, decision review meetings, negotiation, appraisal and other meetings with external offices (government, donors, etc.) and take minutes follow-up finalization and circulation of the final version with the people in charge and record appropriately.
• Work closely with the client, Bank procurement team and assist in the preparation and clearance of project Procurement plans.
• Participate in Bank missions which may include responsibility for data collection or other specific operational/ administrative tasks.
• Provide administrative support as needed in various areas of operational work, including organizational support for project-related meetings and conferences (video and audio); support task team leader (TTL) in the processing of consultant’s contracts, contracts amendments, travel booking, travel requests, statements of expenses; and independently responding to diverse inquiries and making decisions when multiple courses of action are possible.
• Develop, maintain, manipulate non-standard databases and spreadsheets for specific project reporting activities, and prepare standard system generated and customized reports. Enhancing quality of key documents, outputs, reports and retrieval of budget information in SAP.
• Serve as a mentor and backup for other ACS, as required.
• Perform other ad-hoc duties and support other staff as assigned by the Manager and others in the Unit.

Selection Criteria

Minimum Education/Experience: 

• Bachelor’s degree and 7 years of relevant experience, or equivalent combination of education and experience.
• Excellent organizational and administrative skills demonstrated ability to organize, prioritize, schedule, plan and coordinate work and other activities internally and externally.
• Excellent interpersonal skills and sound judgment.
• Solid experience and demonstrated knowledge of the World Bank Group’s organizational structure, administrative processes, policies and procedures. Demonstrated experience of providing portfolio monitoring data and using Bank systems.
• Proven track record in managing confidentiality. Strong personal ethics and sound judgement.
• Reliability, resourcefulness and flexibility.
• Strong attention to detail and to maintaining high quality standards.
• Proven ability to create and work in a team-oriented, multi-cultural environment, to perform effectively in a constantly changing environment with competing activities and demands, and to effectively serve as a team member.
• Critical thinking, effective analytical, research and problem-solving skills. Ability to work independently and make judgments and decisions with minimal supervision.
• Fluency and strong communication skills in English including the ability to draft, proofread and edit correspondence.

Competencies:

• Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office applications and proficiency in technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management – Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients.
• Institutional policies, processes, and procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people, especially with respect to TF management.
• Versatility and adaptability – Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively to identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• Client Orientation- Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client-related issues. Displays understanding of relevant internal and external factors and their impact to the client.
• Learning, knowledge sharing, and communication- Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit knowledge sharing.
• Drive for Results – Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so. Allocates and prioritizes resources according to areas of most urgent need and greatest impact on the client.
• Teamwork (Collaboration) and Inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.

How to Apply

CLICK HERE

Term Duration: 2 years 0 months

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities. We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.