Program
Assistant vacancy
The
International Finance Corporation (IFC), a member of the World Bank
Group, promotes sustainable private sector investment in developing
countries, helping to reduce poverty and improve people's lives. In
addition to providing long-term financing to clients, IFC also
provides a wide range of advisory services to support private sector
development in member countries.
The International Finance
Corporation (IFC), Infrastructure Department 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 and also be a team member of a large
group in the East Africa region and Washington DC. The selected
candidate must be willing to be fully involved in the substance of
the program’s work and thrive upon challenge.
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 2 year term
appointment.
Duties
and Accountabilities
The
Program Assistant will be a member of the Country Office staff
recruited locally and based in Nairobi, Kenya. The Program Assistant
has dual reporting to Infrastructure Department and to the Executive
Assistant based in the Office of the Director, Eastern and Southern
Africa, in Nairobi office. Specific duties will include the
following:
• 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;
• Uses MS office
and desktop publishing skills to type complex texts, reports,
futures, graphs, etc. according to standard Bank formats and
distribution;
• 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 client external and internal meetings,
conferences, seminars, workshops etc;
• Tracks assigned project
steps/timetables, coordinates with relevant staff and provides
assistance and/or information on projected related matters;
•
Provide input in the program’s monthly reports and oversee data
input from respective team members.
• Respond to initial project
enquiries from clients and provide information on the mandate and
activities of the program.
• Takes the lead to use workflow
management and planning systems and databases for the team’s
efficiency
• 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);
•
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 at the
unit/department and across the institution level
• Able to
procure resources that will enable team work efficiently
Requirements
Selection
Criteria
•
Minimum of college diploma preferably in Secretarial Studies or
Office Management or Business Administration with 5 - 7 years
relevant work experience in a large international organization or
service or private sector organization.
• Proficiency in using
advanced functions of World Bank standard computer applications (MS
office 2010).
• 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’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, IFCDocs 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.
•
Excellent attention to detail, including proof reading documents for
accuracy and entering information accurately.
• Ability to pass
relevant World Bank 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
• Good judgment and tact
when handling sensitive issues
• Ability to produce
highly-quality work under pressure.
• Ability to take initiative
to improve and pursue personal development and training
opportunities.
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.
To apply log on to www.ifc.org/careers
