Program Assistant

Job Posting Organization:
The World Bank Group is a global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. Established in 1944, it has grown to include 189 member countries and operates in more than 120 offices worldwide. The organization focuses on providing funding and knowledge to developing countries, addressing their most pressing development challenges through innovative solutions and partnerships.

Job Overview:
The Program Assistant position within the South Asia Energy Practice of the World Bank is designed to provide essential administrative and logistical support for ongoing and future energy sector operations. This role is pivotal in ensuring the smooth functioning of the operational teams, which are engaged in addressing significant energy challenges in South Asia. The selected candidate will work closely with the SAR Energy Practice Manager and collaborate with various task team leaders across both the energy and urban units. The position requires a proactive approach to managing multiple tasks, coordinating meetings, and supporting the planning and execution of events, workshops, and official visits. The candidate will also be responsible for maintaining organized records and documentation, ensuring compliance with institutional standards, and effectively communicating with internal and external stakeholders. This role is crucial for enhancing the operational efficiency of the team and contributing to the overall mission of the World Bank in promoting sustainable energy solutions in the region.

Duties and Responsibilities:
The selected candidate will be responsible for a variety of administrative tasks, including:

• Providing day-to-day administrative support to operational teams to ensure smooth office operations.
• Coordinating calendars, meetings, and logistical arrangements, including room bookings and visitor support.
• Preparing, formatting, and reviewing correspondence, presentations, and basic reports.
• Maintaining organized records, files, and documentation in accordance with institutional standards.
• Supporting the planning and execution of office events, workshops, meetings, and official visits.
• Coordinating logistics such as venues, vendors, materials, catering, and participant communications.
• Assisting during events to ensure smooth delivery and timely resolution of issues.
• Serving as a point of contact for internal and external stakeholders, demonstrating professionalism and clarity in all interactions.
• Communicating effectively with colleagues across teams to foster a collaborative work environment. 1
• Handling sensitive information with discretion and sound judgment. 1
• Working effectively under pressure while managing multiple tasks and shifting priorities. 1
• Proactively identifying issues and supporting solutions to keep activities on track. 1
• Supporting continuous improvement of administrative processes and workflows.

Required Qualifications:
Candidates must possess a Bachelor’s degree in business, economics, or a related field, along with 3 to 5 years of relevant professional experience in administrative support. They should have demonstrated experience in supporting dynamic teams within multinational companies or global organizations. Full proficiency in English, both spoken and written, is required, along with strong communication and interpersonal skills. The ability to work under pressure and manage competing priorities is essential, as is a strong teamwork mindset with a service-oriented approach. Experience in supporting events, meetings, or missions is also necessary, as well as proficiency in Microsoft Office applications and familiarity with Microsoft 365 AI capabilities to enhance productivity and efficiency.

Educational Background:
A Bachelor’s degree in business, economics, or a related field is required for this position. This educational background provides the foundational knowledge necessary for understanding the complexities of administrative support within a global organization like the World Bank.

Experience:
The position requires 3 to 5 years of relevant professional experience in administrative support. Candidates should have a proven track record of working in dynamic environments, preferably within multinational companies or global organizations, where they have developed the skills necessary to manage administrative tasks effectively and efficiently.

Languages:
Proficiency in English is mandatory for this position, as it is the primary language of communication within the World Bank. While no additional languages are specified as preferred, knowledge of other languages could be beneficial in a multicultural work environment.

Additional Notes:
This is a temporary position with a term duration of one year, subject to renewal based on performance and organizational needs. The recruitment is for local talent, meaning applicants must be authorized to work in Singapore. The role is full-time and offers an opportunity to work in a collaborative and inclusive environment, reflecting the World Bank's commitment to diversity and equal opportunity.