Program Assistant

Job Posting Organization:
The World Bank Group is a prominent global institution established to provide funding and knowledge to developing countries. Founded in 1944, it has grown to include 189 member countries and operates more than 120 offices worldwide. The organization's mission is to end extreme poverty and promote shared prosperity through partnerships with public and private sectors, focusing on innovative projects that leverage data, research, and technology to tackle pressing global challenges. The Global Environment Facility (GEF), a part of the World Bank, was created in 1991 to provide financial support for projects addressing critical environmental issues, including biodiversity loss and climate change. GEF collaborates with 186 countries and various stakeholders to promote sustainable development initiatives.

Job Overview:
The Program Assistant position is integral to the Global Environment Facility (GEF) Events Team within the General Management Division. The role focuses on providing logistical support and ensuring the successful organization and delivery of various events and meetings that are crucial to the GEF Partnership. The selected candidate will work closely with the General Manager and the Senior Country Program Officer, contributing to the smooth operation of the office and supporting the overall mission of the GEF. This position requires a proactive approach to managing tasks, coordinating with external partners, and ensuring that all logistical aspects of events are handled efficiently and effectively.

Duties and Responsibilities:
The Program Assistant will be responsible for a wide range of duties, including assisting the GEF Events Team Lead with task organization and management, supporting schedule management, and liaising with external partners. Key responsibilities include: managing procurement processes, selecting venues, preparing materials and event packages for participants, arranging travel and lodging, handling per diem and logistical preparations, and ensuring smooth on-site delivery of events. The assistant will also support the General Management Division in its overall work, including Council support, HR functions, and governance roles. Additional duties include organizing travel for speakers, maintaining shared files, formatting documents, and providing general office support to the General Manager and other unit staff. The assistant will process transactions through the Admin Portal and SAP, assist with recruitment processes, and carry out ad-hoc assignments as needed.

Required Qualifications:
Candidates must possess a high school diploma along with 10 years of relevant experience or an equivalent combination of education and experience. Proficiency in using Admin Portal and SAP is essential, along with expertise in event organization and logistics. Strong organizational skills, attention to detail, and effective time and project management abilities are required. Candidates should demonstrate strong interpersonal skills, a positive attitude, and the ability to work effectively in a multicultural environment. Strong English language skills (both verbal and written) are mandatory, while knowledge of Spanish, French, or any other official World Bank language is highly desirable. A demonstrated initiative, reliability, and the ability to handle multiple concurrent activities under pressure are also critical.

Educational Background:
The position requires a high school diploma as a minimum educational qualification. However, candidates with higher education levels, particularly in fields related to administration, event management, or international relations, may be preferred. The combination of education and extensive experience in relevant roles will be considered in lieu of formal higher education qualifications.

Experience:
Candidates should have at least 10 years of experience in administrative support, event organization, and logistics. Experience in using administrative systems such as Admin Portal and SAP is crucial. A diverse background across various business areas is preferred, as it demonstrates adaptability and a broad skill set. The ability to work under pressure and manage multiple tasks efficiently is essential for success in this role.

Languages:
Proficiency in English is mandatory for this position, as it is the primary language of communication within the World Bank. Knowledge of additional languages such as French, Spanish, or Portuguese is highly desirable and will be considered an asset, enhancing the candidate's ability to engage with a diverse range of stakeholders and partners.

Additional Notes:
This position is a local recruitment opportunity with a term duration of 2 years. The World Bank Group offers a comprehensive benefits package, including retirement plans, medical, life and disability insurance, and paid leave, including parental leave. The organization is committed to diversity and inclusion, ensuring equal opportunities for all employees regardless of gender, religion, race, ethnicity, sexual orientation, or disability. Flexibility in working hours, particularly during Council meetings, is expected, and candidates should be prepared to work overtime as needed.