Program Assistant

Job Posting Organization:
The World Bank is a global organization established to provide financial and technical assistance to developing countries. It was founded in 1944 and has grown to include 189 member countries and over 120 offices worldwide. The mission of the World Bank is to end extreme poverty and promote shared prosperity by providing funding and knowledge to help countries address their development challenges. The organization operates in various sectors, including infrastructure, education, health, and environmental sustainability, and collaborates with both public and private sector partners to implement projects that improve lives and foster economic growth.

Job Overview:
The Program Assistant position at the World Bank involves providing essential administrative and operational support to the East Asia and Pacific (EAP) Urban Practice Managers. The role is crucial for ensuring the efficient functioning of the unit's front-office and facilitating effective workflow management. The Program Assistant will be responsible for managing calendars, travel arrangements, and office administration, as well as assisting in program monitoring, budget tracking, and procurement processes. This position offers an opportunity to contribute to the World Bank's mission of addressing infrastructure gaps and promoting sustainable urban development in the EAP region, which includes a diverse range of countries facing unique challenges and opportunities.

Duties and Responsibilities:
The Program Assistant's key responsibilities include:

• Administrative Coordination: Providing comprehensive administrative support to the EAP Urban Practice Managers, managing their calendars, travel, and visa arrangements, ensuring compliance with institutional standards for documents, and overseeing general office administration.
• Program Monitoring: Preparing program status reports, assisting in tracking program activities and milestones, and supporting the preparation of presentations for program meetings.
• Budget Monitoring: Preparing budget status reports, tracking financial components, and assisting with budget realignment activities.
• Operational Support: Supporting Task Team Leaders in project roadmap activities and preparing grant funding requests.
• Procurement Support: Facilitating the contracting process for consultants and monitoring deliverables.
• Travel Coordination: Managing travel arrangements for consultants.
• Event and Meeting Logistics: Handling logistics for events and meetings.
• Advisory Support: Providing guidance on procedural updates and ensuring adherence to World Bank policies.
• Recruitment & Onboarding Support: Assisting in HR recruitment processes and onboarding new staff. 1
• Other Duties: Performing additional tasks as assigned by the Practice Managers.

Required Qualifications:
Candidates must possess a Bachelor’s degree in administration, business management, or a related field. They should have at least 5 years of relevant experience, preferably in international development organizations, and previous experience in a Program Assistant or similar role supporting managerial-level staff. Familiarity with the World Bank’s administrative policies and proficiency in Microsoft Office Suite are strongly preferred. Exceptional communication and interpersonal skills are essential, along with strong judgment and discretion in handling sensitive information.

Educational Background:
A Bachelor’s degree in administration, business management, or a related field is required for this position. This educational background provides the foundational knowledge necessary for effective administrative support and operational management within the World Bank's framework.

Experience:
The position requires a minimum of 5 years of relevant experience, ideally within international development organizations. Candidates should have experience in administrative roles, particularly those that involve supporting managerial-level staff, which will equip them with the skills needed to navigate the complexities of the World Bank's operations.

Languages:
The mandatory language for this position is English. Proficiency in additional languages may be considered an asset, particularly in the context of the diverse countries served by the World Bank in the East Asia and Pacific region.

Additional Notes:
This position is a local recruitment opportunity based in Singapore, with a term duration of 3 years. Candidates must have the legal right to work in Singapore, such as being a Singapore citizen or permanent resident. The World Bank offers a comprehensive benefits package, including retirement plans, medical insurance, paid leave, and accommodations for individuals with disabilities. The organization is committed to diversity and inclusion, ensuring equal opportunities for all applicants.