E T Temporary - Program Assistant

Job Posting Organization:
The World Bank Group (WBG) is a unique partnership of five global institutions established to help countries solve their greatest development challenges. Founded in 1944, the WBG has grown to include 189 member countries and operates more than 120 offices worldwide. The organization is dedicated to ending poverty, increasing shared prosperity, and promoting sustainable development through funding and knowledge sharing. The Multilateral Investment Guarantee Agency (MIGA), a member of the WBG, focuses on promoting foreign direct investment into developing countries to combat extreme poverty and enhance shared prosperity. MIGA provides a guarantee platform that simplifies and expedites the process of securing investment guarantees, ensuring that clients receive the best solutions tailored to their project needs. MIGA's mission is further supported by its recent initiatives, including the WBG Guarantee Platform launched in July 2024, aimed at tripling annual guarantee issuance to $20 billion by 2030.

Job Overview:
The E T Temporary - Program Assistant position at MIGA in Vienna is designed to provide high-quality administrative, operational, and coordination support to the regional team. The role is crucial for ensuring the efficient functioning of business development activities, office operations, information management, and stakeholder coordination. The selected candidate will report directly to the MIGA Regional Head and will collaborate closely with the regional team and relevant stakeholders from the World Bank Group. This position is an Extended Term Temporary (ETT) role with a duration of one year, emphasizing the importance of adaptability and responsiveness to the dynamic needs of the organization. The Program Assistant will be expected to utilize digital solutions effectively, manage schedules, coordinate logistics for meetings and events, and contribute to the preparation of marketing and business development materials. The role also involves maintaining internal resources and databases, ensuring that the office operates smoothly and efficiently.

Duties and Responsibilities:
The duties and responsibilities of the E T Temporary - Program Assistant include: A. Business Development Support:

• Utilize digital solutions to support administrative and operational tasks.
• Coordinate schedules and calendars, prioritizing tasks and communicating updates to stakeholders.
• Draft routine correspondence and format business documents and presentations.
• Coordinate logistics for meetings, workshops, and events, including venue arrangements and catering.
• Manage mission travel arrangements for staff, particularly for senior management.
• Organize conferences and business development events, preparing marketing materials and coordinating meeting facilities.
• Maintain lists and databases of clients, partners, and stakeholders.
• Assist in preparing marketing and business development materials, including presentations and reports.
• Prepare monthly business development activity reports under the guidance of senior staff. B. Information Management:
• Maintain and update internal shared resources and filing systems.
• Prepare background materials for meetings and events.
• Compile and distribute documents to participants and stakeholders.
• Create presentation materials and produce complex reports and visuals. C. Office Administration and Operations:
• Manage general office administration, including inventory and asset tracking.
• Oversee filing and records management.
• Coordinate courier services and urgent mail delivery.
• Process vendor invoices and purchase orders through the ePayables Portal.
• Maintain professionalism and discretion in managing workflow.
• Provide backup support to colleagues as needed. D. HR and Staff Support Coordination:
• Serve as the coordinator" style="border-bottom: 1px dotted #007bff !important;">regional office coordinator for the Leave and Attendance Record System (LARS).
• Coordinate with local HR representatives on administrative matters, including visa renewals and local employment permits.

Required Qualifications:
The required qualifications for the E T Temporary - Program Assistant position include:

• A minimum of a high school diploma and at least 7 years of relevant work experience, or an equivalent combination of education and experience.
• A Bachelor’s degree is preferred, along with relevant experience.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills in English and Russian.
• High attention to detail and professionalism.
• Ability to manage multiple priorities under tight deadlines.
• Proficiency in Microsoft Office applications.
• Familiarity with MIGA or WBG internal systems and business processes is essential.
• Experience with AI-enabled productivity tools and digital collaboration platforms is advantageous. 1
• Ability to work independently and collaboratively in a multicultural environment. 1
• Strong interpersonal skills and a client-oriented approach. 1
• Ability to handle confidential information with discretion.

Educational Background:
The educational background required for the E T Temporary - Program Assistant position includes a minimum of a high school diploma, with a preference for candidates holding a Bachelor’s degree. Relevant experience in administrative or operational roles is essential, and knowledge of the World Bank Group's administrative and operational policies will be beneficial. Candidates should demonstrate a commitment to continuous learning and adaptability in a fast-paced environment.

Experience:
Candidates for the E T Temporary - Program Assistant position should have at least 7 years of relevant work experience, which may include administrative support, project coordination, or similar roles. Experience within the World Bank Group or similar organizations is highly desirable, as it provides familiarity with the specific operational and administrative processes of the organization. The ability to perform effectively in a dynamic environment and a willingness to learn and adapt are critical for success in this role.

Languages:
The mandatory languages for this position are English and Russian, with proficiency required in both verbal and written communication. Additionally, knowledge of Romanian, Uzbek, Kazakh, or Turkish is considered an asset, as it enhances the candidate's ability to draft correspondence and edit materials accurately. The ability to communicate effectively in multiple languages will be beneficial in a multicultural work environment.

Additional Notes:
This position is classified as a local recruitment, meaning that preference will be given to applicants authorized to work in Austria. The contract duration is for one year, with the possibility of extension based on performance and organizational needs. The role is full-time, and candidates should be prepared to work in a fast-paced environment that requires a high level of commitment, reliability, and initiative. The World Bank Group is an equal opportunity employer and is committed to creating an inclusive workplace that values diversity and does not discriminate based on gender, religion, race, ethnicity, sexual orientation, or disability.