Program Assistant
Job #: req12034
Organization: IFC
Sector: Administration/Office Support
Grade: GC
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Kyiv,Ukraine
Required Language(s): English, Ukrainian
Preferred Language(s):
Closing Date: 6/7/2021 (MM/DD/YYYY) at 11:59pm UTC
Description
IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2020, we invested $22 billion in private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity. For more information, visit www.ifc.org
The IFC Kyiv team is looking for a highly organized, energized and seasoned Program Assistant (GC grade), capable of operating effectively and discreetly in a demanding fast-paced environment, to serve to the IFC teams in Kyiv with a range of administrative and client support services.
Main Duties and Accountabilities:
• Provide a wide range of office support to the Kyiv teams and management to make a significant contribution to the achievement of the work program.
• Provide specialized support for database management, task management, major event, planning and logistics, travel arrangements, editorial assistance, etc.
• Arrange meetings and ensure all logistics (hospitality, conference rooms, audiovisual, video conferences, visitor passes, etc.) are completed in a timely manner.
• Coordinate travel requests and process statement of expenses for consultants. Process STC and Firm contracts according to World Bank Guidelines.
• Assist with coordination of mission agendas as needed.
• Coordinate team schedules taking priorities into account, monitoring changes, and communicating the information to appropriate staff, including officials or clients outside the World Bank Group.
• Independently undertake diverse and complex work assignments, interpreting existing procedures and processes and application to assist with the implementation of the unit work program.
• Solve non-routine problems (e.g., responds to requests requiring file search, etc.).
• In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.) monitor specific activities, (i.e., task budget, etc.) within his/her team.
• Handle incoming and outgoing written & verbal communications with clients.
• Exercise quality enhancement for projects and documents ensuring adherence to departmental, VPU and institutional guidelines.
• Provide strong research support and use relevant IT software to retrieve, maintain and manipulate data.
• Draft, edit routine correspondence applying effective proofreading and grammar skills in English and Ukrainian with high quality and writing standards.
• Provide support to the senior staff in their travel and logistical arrangements, i.e., hotel reservations, air ticket reservations, visa requests, as needed.
• Maintain accurate and efficient filing (paper and electronic).
• Back-up of administrative team colleagues when necessary.
Selection Criteria
• Bachelor’s degree with at least 2-3 years of experience in an international/multinational organization or equivalent combination of education and experience;
• Technology and systems knowledge – Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
• Excellent office support and organizational skills, including being proactive and demonstrating the ability to prioritize and deliver assignments in a timely manner, often under severe time pressure.
• Excellent command of written and spoken English and Ukrainian, including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials.
• Superior interpersonal and diplomacy skills including demonstrated ability to work in a team-oriented and multi-cultural environment; demonstrated ability to handle sensitive and confidential information with due discretion; ability to deal tactfully and discretely with high-level Bank and government officials.
• Project and task management – Able to organize, coordinate, monitor and implement tasks and projects.
• Ownership and accountability for results – Demonstrate innovation and creativity in promoting effectiveness.
• Institutional policies, processes, and procedures – Demonstrate good knowledge of administrative and policy guidelines, practices, products and services in area of assigned functional responsibility; can guide others in complex situations.
• Versatility and adaptability – Able to anticipate, facilitate and catalyze change in the business. Demonstrate continued learning attitude.
• Client Orientation – Able to establish partnership based working relationships with internal/external clients. Demonstrate independence, initiative, and autonomy in addressing clients’ needs.
• Drive for Results – Take personal ownership and accountability to meet deadlines and achieve agreed-upon results
• Teamwork (Collaboration) and Inclusion – Collaborate with other team members and contribute productively to the team’s work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication – Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements.
• Business Judgment and Analytical Decision Making – Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advice on information usage and storage, and policies in the area of assigned responsibilities.
• Awareness of the corporate vision, strategy, and priorities – Maintain a good working knowledge of the Department’s strategy, priorities, programs, and products. Build and maintain strong and reliable working relationships with internal and/or external clients, Washington, and field offices.
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