Program Assistant

Job Posting Organization:
The World Bank is a global development cooperative established to provide financial and technical assistance to developing countries. It consists of two main entities: the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). Founded in 1944, the World Bank is owned by 189 member countries and is the largest development bank in the world. Its mission is to reduce poverty and support development by providing loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries. The organization operates in numerous countries, focusing on various sectors including energy, education, health, and infrastructure, among others. The East Asia and Pacific Region (EAP) is one of the key operational areas for the World Bank, serving 22 client countries with a combined population of about 2 billion. The EAP Energy Unit specifically addresses energy sector challenges and aims to facilitate energy transition and improve energy access in the region.

Job Overview:
The Program Assistant position at the World Bank is designed for an individual who will play a crucial role in supporting the East Asia and Pacific Energy team. This role involves providing high-quality operational and administrative support to the Practice Manager and ensuring the smooth functioning of the office. The selected candidate will be responsible for managing the Practice Manager's calendar, preparing documents for meetings, and assisting with mission planning and scheduling. The position requires a proactive approach to problem-solving and the ability to prioritize tasks effectively. The Program Assistant will also be involved in monitoring project milestones, managing budgets, and providing procurement support. This role is essential for maintaining the operational efficiency of the unit and contributing to the overall success of the World Bank's energy initiatives in the region.

Duties and Responsibilities:
The duties and responsibilities of the Program Assistant include:

• Providing comprehensive administrative support to the Practice Manager, ensuring efficient office operations.
• Managing the Practice Manager's calendar, scheduling appointments, and resolving scheduling conflicts.
• Preparing and editing reports and data tables, ensuring adherence to institutional guidelines.
• Monitoring project milestones and deliverables, participating in project timeline development.
• Organizing logistical arrangements for meetings, workshops, and retreats, both online and in-person.
• Supporting HR recruitment processes by scheduling interviews and coordinating onboarding logistics for new staff.
• Assisting with procurement processes and managing contractual workforce and firm contracts.
• Maintaining e-filing systems and ensuring proper classification of official documents.
• Collaborating with team members and external counterparts to facilitate effective communication and project execution. 1
• Performing other ad-hoc duties as assigned by the managers.

Required Qualifications:
Candidates must possess at least a bachelor’s degree and have a minimum of 5 years of relevant work experience, or an equivalent combination of education and experience. A deep understanding of World Bank processes and procedures is essential. Candidates should demonstrate outstanding interpersonal and communication skills, a high degree of proactivity and flexibility, and the ability to manage multiple concurrent activities while maintaining attention to detail. Strong organizational and administrative skills are required, along with the ability to work independently and handle confidential matters with discretion. Proficiency in Microsoft Office applications and AI tools is also necessary.

Educational Background:
The educational background required for this position includes a bachelor’s degree in a relevant field. Candidates with advanced degrees may be preferred, but the minimum requirement is a bachelor’s degree. The educational qualifications should ideally be complemented by relevant work experience in administrative support or project management within an international organization or similar environment.

Experience:
The position requires candidates to have at least 5 years of relevant work experience. This experience should ideally include administrative support roles, project management, or positions within international organizations. Candidates should demonstrate a proven ability to work effectively in a fast-paced, team-oriented environment and contribute to achieving common goals. Experience in the energy sector or development finance may be advantageous but is not mandatory.

Languages:
The mandatory language for this position is English, with excellent written and spoken communication skills required. Candidates should be able to draft correspondence and edit materials with proper grammar and punctuation. While English is the primary language, knowledge of additional languages may be considered an asset but is not required.

Additional Notes:
This position is a local recruitment opportunity based in Singapore, and candidates must have the legal right to work in Singapore, such as being a Singapore citizen or permanent resident. The term duration for this position is 4 years, and it is a full-time role. The World Bank Group offers a comprehensive benefits package, including a retirement plan, medical, life and disability insurance, and paid leave, including parental leave. The organization is committed to diversity and inclusion, ensuring equal opportunities for all applicants.