Program Assistant

Job Posting Organization:
The International Finance Corporation (IFC) is a member of the World Bank Group and is recognized as the largest global development institution focused on the private sector in emerging markets. Established to promote economic development by encouraging private sector investment, IFC operates in over 100 countries worldwide. The organization leverages its capital, expertise, and influence to create markets and opportunities, with a mission to end extreme poverty and boost shared prosperity on a livable planet. IFC employs a diverse workforce dedicated to fostering inclusive growth and sustainable development across various sectors.

Job Overview:
The Program Assistant position at IFC is crucial for ensuring the smooth operation of the IFC MCT Amman Hub Office. The role involves providing comprehensive administrative and logistical support to various departments within the organization. The Program Assistant will be responsible for managing calendars, coordinating travel, and organizing events, which includes workshops, conferences, and stakeholder engagements. This position requires a highly motivated and well-organized individual who can effectively support the implementation of the IFC Program through various administrative tasks. The Program Assistant will also be expected to maintain confidentiality and manage communications efficiently, ensuring that all correspondence and reports are handled with the utmost professionalism. The role is designed for someone who can thrive in a dynamic environment and is capable of multitasking while maintaining a high standard of work.

Duties and Responsibilities:
The duties and responsibilities of the Program Assistant include: managing calendars, travel arrangements, events, meetings, and appointments for department heads and team members; coordinating the planning and execution of internal and external events, overseeing logistics, invitations, materials preparation, and on-site support; providing comprehensive administrative, logistical, and operational support to department heads and senior team members; drafting, reviewing, and editing correspondence, reports, and presentations on behalf of team leaders; managing incoming and outgoing communications to ensure timely responses; maintaining confidential files, records, and databases in accordance with IFC policies; preparing text, reports, charts, and system-generated documents; processing materials for signature; supporting team leads in maintaining and updating content on iPortal, SharePoint, and OneDrive; performing ad hoc duties as assigned; coordinating IFC Crisis Management Team meetings; preparing minutes and monitoring follow-up actions; serving as back-up support for other colleagues in the office; and interacting frequently with internal contacts such as other VP units and external contacts including government officials and consultants.

Required Qualifications:
The required qualifications for the Program Assistant position include a Bachelor’s or Master’s degree with a minimum of 2 to 4 years of relevant experience or an equivalent combination of education and experience. Candidates should demonstrate advanced knowledge of diverse and complex administrative routines, processes, and procedures. Prior experience in secretarial, administrative, logistical, and financial tasks is desirable. Strong administrative, organizational, and time management skills are essential, along with proficiency in Microsoft Office applications and familiarity with IFC systems and platforms. Familiarity with IBRD and IFC policies and procedures is an advantage. Candidates must also exhibit strong interpersonal skills, a high degree of tact and discretion, and the ability to produce high-quality work under pressure.

Educational Background:
Candidates for the Program Assistant position should possess a Bachelor’s or Master’s degree. The educational background should ideally be in a field related to administration, business, or a similar area that supports the functions of the role. The emphasis is on having a solid foundation in administrative practices and procedures, which can be complemented by relevant work experience.

Experience:
The position requires a minimum of 2 to 4 years of experience in administrative roles or an equivalent combination of education and experience. Candidates should have a proven track record of managing complex administrative tasks, demonstrating strong organizational skills, and the ability to prioritize multiple responsibilities effectively. Experience in a similar role within an international organization or development institution is highly desirable.

Languages:
The mandatory languages for this position are English and Arabic, with excellent verbal and written communication skills required in both languages. Candidates should be able to draft and edit correspondence and materials effectively. While proficiency in additional languages is not specified as a requirement, it may be considered an asset in enhancing communication with diverse stakeholders.

Additional Notes:
This position is a local recruitment opportunity with a term duration of 3 years. The role is full-time, and the organization emphasizes a culture of inclusivity and equal opportunity. The World Bank Group offers comprehensive benefits, including a retirement plan, medical, life and disability insurance, and paid leave, including parental leave. The organization is committed to providing reasonable accommodations for individuals with disabilities and values a diverse workforce.