Program Assistant

World Bank Group

Position 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. Visit

Climate Change Group:

The World Bank Group (WBG) sees tackling climate change as critical to the pursuit of its mission. The 2016 Climate Change Action Plan of the WBG seeks to ensure that all activities of the Bank Group are contributing to a lower carbon, more resilient pathway of development. The Climate Change Action Plan expresses the urgency of dealing with climate change to secure an end to poverty and greater shared prosperity. It has called for focus and discipline in getting prices right, finance flowing and working where it matters most to have the greatest impact on emissions reduction and supporting the most vulnerable in their resilience.

As part of its overall commitment to climate action, the WBG sees carbon pricing as an important component of a package of actions that countries can consider transitioning to low carbon economies. The rich experiences gained in mobilizing and managing large scale carbon funds by World Bank act as solid building blocks for a new generation of markets and pricing that support the mobilization of Climate Finance. This is the principal mandate for the Carbon Markets and Innovation (CMI) practice in the Climate Group. Towards this mandate, the CMI coordinates various initiatives such as the Partnership for Market Implementation (PMI), Carbon Pricing Coalition Leadership (CPLC), Climate Warehouse (CWH), Climate Auctions Program (CAP) and Networked Carbon Markets (NCM).

Duties and Responsibilities:

General Administrative Support

  • Organize and coordinate meetings and conference calls and track any unit deadlines, as necessary.
  • Edit, format, update, and file documents in various formats (Word, Excel, PowerPoint).
  • Help manage the contact list and specific email account(s).
  • Support the hiring process for new appointments in the unit.
  • Support with Purchase Orders and contract processing and modification with the firms/vendors. This includes liaising with relevant teams such as VMR and procurement to resolve issues.
  • Provide support to STs on submission of expenses and other processes that are limited only to bank-staff access.
  • Ensuring that requests for signature to Manager follow institutional guidelines/procedures.
  • Coordinating documents clearances with the relevant staff and other VPUs.
  • Prepare commitment balance reports, review contract deadlines for the team, coordinate with RM as needed for payments and charge codes.
  • Knowledge in Operations Portal, especially in the full process for the successful completion of ASA. Remind TTL through processing track and structure selections based on objectives, level of complexity and reputational risk. Selections made at AIN/CN defines the roadmap that the ASA will follow throughout its lifecycle. Always keep Core Data up to date. Monitor milestones and outliers, including due dates. Finalize all administrative work. All deliverables and subtasks need to be completed prior to ACS.
  • Review and proofread the document for format and grammar, scanning and making photocopies of documents.
  • Support standard processes and services provided through “eservices” and other bank-wide systems.
  • Provide general support to the team and perform any other duties requested by the management and/or Team Leads.
  • Other office management tasks as needed.

Client contacts and communications support

  • Monitor and respond to inquiries sent to the program account (e.g., Climate Warehouse, Article 6, among others).
  • Liaise and follow up with the team members, where appropriate, to ensure timely action and responses.
  • Draft correspondence and circulate communications to meeting participants.
  • Provide routine maintenance to a program website/newsletter (if applicable), particularly needed prior to and following the global meetings, when all the documents associated with the meeting are posted to the website or newsletter.
  • Contribute to other communication products (e.g., brochure, newsletter, annual report), as requested.

Event organization

  • Scouting venues and hotels and finalizing contracts for meeting space, A/V and catering needs.
  • Working with the World Bank travel agency to arrange travel for participants (originating from all over the world) and managing invitation letters, visa support letters and accommodation for participants.
  • Ensuring that the team(s) are prepared with sufficient marketing materials for each meeting including any brochures, folders, banners, posters or office equipment.
  • Preparing meeting materials including circulating documents to participants and preparing briefing binders for managers.
  • Supporting vendor management, P-cards, and other administrative requirements for event organization.
  • Helping on-site to set up the meeting venue and working with venue staff and the Bank team to ensure a seamless meeting; and following-up to include closing invoices with venues, settling expense reports associated with the meeting, compiling business cards to add to contact list.
  • Provides assistance to the STs on processing their mandatory submission of expenses after mission/travel.


Candidates must meet the generic criteria for the Program Assistant (GC) position. Selection criteria for this position are:

  • High school diploma with at least 5 years of combined experience in the World Bank or other international institutions, private companies and/or government sector. Bachelor’s degree in business, environment, economics, climate change, international relations or other relevant field is preferred.
  • Thorough knowledge of the Bank Group’s administrative policies, systems, and procedures
  • Previous experience in event organization and other logistical work.
  • Excellent oral and written communication skills in English; Proficiency in other UN languages will be an advantage
  • Strong organizational skills and an action-oriented work ethic, and
  • Demonstrated ability to prioritize and troubleshoot
  • Proven ability to work as part of a team in multi-cultural environments and ability to produce high-quality results and outputs with limited supervision
  • Strong inter-personal skills and ability to easily interact with people of different backgrounds and seniority inside and outside the World Bank Group
  • Willingness to travel overseas and ability to adapt quickly to new surroundings
  • Previous logistics and assistance work at the World Bank and familiarity with World Bank protocols and systems is a plus; and
  • Proficiency in MS Office and WBG systems such as SAP, Operations Portal, RM Portal, Admin Portal, My TF, eServices, WBDocs, and eConsultant2.

World Bank Group Core Competencies

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