Program Assistant

**Program Assistant**

Job #:
req30402
Organization:
World Bank
Sector:
Administration/Office Support
Grade:
GC
Term Duration:
3 years 0 months
Recruitment Type:
Local Recruitment

**Location**:
Chennai,India
Required Language(s):
English
Preferred Language(s):
Closing Date:
12/3/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

**Vice-Presidency Context**

The Budget, Performance Review, and Strategic Planning Vice Presidency (BPS) is organized into four Departments: BPS Strategic Planning (BPSSP) with teams supporting the corporate strategic business and budget planning process; BPS Operations Units (BPSOU) with teams supporting Practice Groups and Regions; and BPS Corporate Units (BPSCU) with teams supporting corporate units, providing capital budget support, and providing BPS systems, knowledge, and shared services; and BPS Corporate Procurement (BPSCP) which is responsible for managing the procurement of goods, services, and consulting services to support the operational activities of the World Bank Group.

BPS' service delivery model has three core roles: (1) Business Partners (serving clients directly with focus on decision support and performance oversight); (2) Centers of Expertise (providing thought-leadership and analytics, designing business finance policies, practices and systems, and coordinating knowledge management); and (3) Services in Chennai (providing centralized BPS business process, reporting and advisory services across Bank).

Unit and Job Overview

The purpose of the BPS Services team in Chennai (BPSCH) is to accelerate, collaborate and deliver excellent, sustainable and valued BPS business process, reporting, data, advisory and systems services across BPS.
BPSCH team is looking to recruit a highly motivated Program Assistant to support the Manager and the unit with a full range of administrative services to enable it to deliver its functions and mandate. In line with the competencies listed below, Program Assistant is expected to be proactive and work independently on various activities, seeking guidance from the Manager as needed. The Program Assistant may also contribute to the technical BPS work program.

The job holder(s) will report to the Chennai-based BPS Manager.
Note: We are hiring for 1 open position against this requisition.

The incumbent will be working closely with the BPSCH Manager and will be expected to provide a wide range of administrative support to the team and handle a variety of tasks including but not limited to the following:

- Assist the Manager with calendar management including managing priorities, resolving meeting conflicts, providing meeting background materials.
- Keep track of incoming requests, manage the workflow, up on agreed actions, deadlines, and priorities, as needed.
- Support office management and administrative functions, including actions taken in SAP, Admin Portal, TRS, LARS, e-Performance, etc. Coordination of meetings and events, videoconferences, workshops, and retreats, office supplies and IT services.
- Answer/redirect inquires using initiative and good judgment.
- Prepare and process all aspects of travel arrangements including logistics, visas, and mission briefs, for the Manager and Management Team, as needed.
- Maintain and coordinate general office procedures and guidelines and ensure their dissemination. Play an active role in developing practical approaches to enhance the work organization and unit coordination.
- Ensure documents and correspondences are properly handled and filed for cloud-based and physical archive files. Proactively maintain physical and electronic working files such as leave and acting assignments plans, contact lists, distribution groups.
- Support and work collaboratively with members of their respective unit's clients as well as with others across BPS and Bank Group offices. Provide back-up support to other administrative staff in BPS.
- Support recruiting and on-boarding processes for new staff, including coordination of panel members, interview scheduling, filing of documents, and coordinating with HR on COMPASS-related tasks.
- Handle any ad hoc duties assigned by the Manager and team members.

Selection Criteria
- Bachelor's degree with 2 years of relevant experience.
- Initiative, Strong interpersonal skills and Excellent communication skills (written and oral)
- Demonstrated excellence in organizing, prioritizing and coordinating under time pressure
- Analytical ability, practical problem-solving skills and resourcefulness in a multi-cultural environment

World Bank Group Core Competencies

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,