Program Assistant

World Bank, Brasilia, Brazil



Role & Responsibilities:

The CMU is looking for an experienced, hard-working, upbeat Program Assistant (PA). The incumbent would work closely with other members of the World Bank’s country office team in Brazil. The selected PA will be based in Brasilia, Brazil and will report to the OM. The incumbent will also coordinate the day-to-day work with the Senior Executive Assistant (Sr. EA)/support staff (A2D) coordinator.

The PA carries out the full range of team and office support work, including managing processes and monitoring schedules related to their team’s/unit’s products and tasks. Depending on the overall team configuration and distribution of work across the office, the PA may be asked to provide direct support to the OM for part of the time. This could include handling the OM’s time by scheduling appointments, meetings, and official functions, and handling diverse and often confidential information, with complete confidentiality and discretion. Aside from that, the PA’s duties will include but are not limited to:

  • Work efficiently and effectively, often from own initiative, providing support to Task Team Leaders (TTL) and senior staff;
  • Draft routine correspondence, project-related documents, and proofread materials using proper grammar, punctuation, and style;
  • Maintain up to date the unit’s filing system (electronic documents) and retrieve data from various sources when needed;
  • Prepare folders of documents to be signed, ensure timely clearance and perform proper distribution;
  • Coordinate logistics arrangements (videoconference, WebEx, and audio-conference) for meetings organized by the CMU, including preparation of meeting folders and proper coordination with IT team to assure VC connections are well established before the meetings;
  • Exercise quality enhancement function for all type of documents, adhering to departmental, VPU, and institutional guidelines. Interpret existing procedures and processes, independently figure out one should be used, and applying these appropriately.
  • Assist visiting missions and project teams with preparation of mission announcements, planning of local logistics, scheduling of meetings, and coordination of administrative arrangements in connection to the mission requirements;
  • Maintain up to date the distribution lists, phone/address lists, databases;
  • Support the project teams in the follow-up of tasks;
  • Maintain up to date project and other files in the official repository of the World Bank;
  • Undertake ad hoc inquiries requested by the CMU;
  • Monitor and track assigned task/project steps/timetables, coordinate with relevant staff, and provide assistance and/or information on status and progress of tasks;
  • Serve as a back-up to other staff on project and administrative tasks when needed;
  • Coordinate with other Bank Group units, Government officials, NGOs, non-government institutions, academia, other development partners, and other stakeholders, and serve as liaison with team members located in different locations;
  • Provide logistical and planning support for various external events, such as workshops and negotiations;
  • Work with the Country Office team monitoring project performance;
  • Collect and input project related data provided by TTLs into the Bank’s Operations Portal;
  • Gain access to SAP/Operations Portal systems to check, monitor, and update project milestones.
  • Assist TTLs and teams in inputting information in eConsultant2 and SAP systems for individual and consultant firm selections. Assume quality control responsibility for the input of individual consultants, consultant firms, consultants’ trip requests and trip expenses, goods and service contracts, fee claims, administrative services and miscellaneous expense reimbursement requests.
  • Independently, within delegated authority of a task team leader, handle clearance procedures and finalization of documents by ensuring incorporation of needed amendments.
  • Undertake research activities to extract and summarize information for the preparation of loan documents, Technical Assistant and economic and sector work operations.
  • Perform other ad-hoc duties as required by the Senior EA or Country Operations Manager.

Selection Criteria:

  • Minimum Education/Experience: High school diploma with 7 years of experience, or equivalent combination of education and experience.
  • Fluent English and Portuguese skills (verbal and written).
  • The selected candidate may be required to work flexible hours.
  • Ability to retrieve reference materials from various sources (e.g., databases or other filing systems, Internet, etc.).
  • Ability to handle critical and confidential information with utmost discretion.
  • Committed, self-motivated teammate with good inter-personal skills, and ability to work optimally in a multi-cultural environment.
  • Ability to produce high-quality work during difficult situations.

Source:https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=17197&site=1

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URL for CV Submission: 

https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=17197&site=1

Closing Date for Applications: 

4th May, 2022
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