Program Assistant

Job Posting Organization:
The World Bank Group is a premier global development institution established to provide funding and knowledge to developing countries. With a mission to end extreme poverty and promote shared prosperity, it operates in 189 member countries and has over 120 offices worldwide. The organization focuses on addressing significant global challenges through partnerships with public and private sectors, leveraging data, research, and technology to implement impactful projects. The World Bank Group is particularly active in the East Asia and Pacific region, which faces diverse development challenges despite economic growth. The organization plays a crucial role in various sectors, including infrastructure, health, and climate change adaptation, and has recently emphasized digital transformation and AI in its strategic initiatives.

Job Overview:
The Program Assistant (PA) position at the World Bank Group is designed for experienced staff who possess the necessary skills and knowledge to manage diverse and complex work assignments with minimal supervision. The PA will work closely with other team members to contribute significantly to the unit's overall objectives. This role involves proactive management of time, travel, and calendars for project managers (PMs), ensuring effective prioritization and resolution of conflicts. The PA will also coordinate complex travel arrangements, organize briefing materials for meetings, and maintain confidentiality regarding sensitive information. The position requires a high level of organizational skills, attention to detail, and the ability to work under pressure while managing multiple tasks effectively.

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

• Proactively managing the time, travel, and calendar of project managers, including resolving conflicts and prioritizing tasks.
• Coordinating complex travel arrangements, including mission planning, visa applications, itineraries, and logistics.
• Organizing and preparing briefing materials, presentations, and correspondence for meetings and missions, ensuring timely follow-up on actions and decisions.
• Maintaining strict confidentiality of sensitive information and ensuring quality assurance of documents requiring PM signatures.
• Providing regular reports to PMs on portfolio content and deadlines, prompting team members for necessary actions.
• Organizing unit meetings and managing related agendas and documents.
• Collaborating with senior program assistants to manage critical priorities.
• Responding to inquiries and making decisions on various courses of action, keeping relevant parties informed.
• Supporting PMs in communicating and executing management decisions promptly. 1
• Staying informed about technological and procedural developments within the World Bank Group and ensuring staff are updated. 1
• Contributing to office administration, maintaining contact lists, filing systems, and ensuring efficient unit operations, including ordering supplies. 1
• Working across multiple time zones to ensure connectivity with unit staff in different locations.

Required Qualifications:
The required qualifications for the Program Assistant position include:

• A high school diploma with a minimum of 5 years of relevant experience, or an equivalent combination of education and experience. A bachelor's degree is highly desired.
• Excellent interpersonal and communication skills, with a strong command of written and spoken English.
• In-depth knowledge of World Bank Group policies and practices, including fiduciary policies, operational procedures, and travel rules.
• High attention to detail and strong organizational skills.
• Proven ability to manage time effectively and multitask in a fast-paced environment.
• Problem-solving skills and the ability to work independently with minimal supervision.
• Advanced proficiency in Microsoft Office Suite and collaborative tools, with familiarity in using AI tools being an advantage.
• Flexibility to work extended hours and adapt to different time zones as necessary.

Educational Background:
The educational background required for the Program Assistant position includes a high school diploma as a minimum, with a strong preference for candidates holding a bachelor's degree. The educational qualifications should ideally be complemented by relevant experience in administrative support or office management roles, particularly within international organizations or development sectors.

Experience:
Candidates for the Program Assistant position should have a minimum of 5 years of relevant experience in administrative or office support roles. This experience should demonstrate the ability to handle complex tasks, manage multiple priorities, and work effectively in a fast-paced environment. Experience within the World Bank Group or similar international organizations is highly desirable, as it provides familiarity with the organization's policies and operational procedures.

Languages:
The mandatory language requirement for this position is English, with a strong command of both written and spoken forms. While no additional languages are specified as preferred, proficiency in other languages may be considered an asset, particularly in the context of working with diverse stakeholders across different regions.

Additional Notes:
This position is a local recruitment opportunity based in Singapore, with a term duration of 4 years. The World Bank Group emphasizes a culture of inclusivity and equal opportunity, welcoming applicants from diverse backgrounds. The organization offers comprehensive benefits, including a retirement plan, medical and life insurance, paid leave, and reasonable accommodations for individuals with disabilities. Preference will be given to local talent authorized to work in Singapore.