Program Assistant

The World Bank; Mumbai; On-site; INR 450,000 - 650,000; Full time

Job summary

The World Bank seeks a Program Assistant based in Mumbai to support the South Asia Department. The role focuses on administrative duties, document management, scheduling, and stakeholder coordination to ensure smooth operations.

You will help manage communications, assist in budget tracking, travel logistics, meetings, and event support, while maintaining high-quality standards in all tasks.

Qualifications

• Excellent written and verbal communication in English.
• Strong organizational and time-management skills.
• Ability to prioritize tasks and work with minimum supervision.

Responsibilities

• Provide high-quality support to staff, including scheduling, document monitoring, filing, and handling queries.
• Update and monitor project timelines and data in internal systems.
• Draft routine correspondence and proofreading materials.
• Produce complex documents and reports using Word, Excel, and PowerPoint.

Skills

English communication

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Job Summary

The South Asia Department is recruiting a Program Assistant to be based at its Mumbai office.

Responsibilities

• Providing high-quality support to staff at senior grades, including scheduling appointments, monitoring documents for signature/approval; filing; monitoring and following up on tasks; handling incoming correspondence and internal and external queries; and drafting and sending routine correspondence
• Updating and monitoring the Industry Pipeline and project timeline ensuring all data on internal IFC systems is accurate and up to date
• Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style
• Use word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to Bank s standard formats and distribution, making full use of shared drives and software capabilities
• Assist the team, as requested, in managing IFC internal processes on proprietary systems, for which training shall be provided
• Assist in preparation and logistical planning for various events e.g., conferences, workshops, negotiations, etc
• Track assigned budgets, tasks/projects, steps/timetables, and summarizes information on project-related matters
• Provide logistical support to staff for travel, visa coordination and local transportation for official purposes
• Coordination of in-person and virtual meetings, including participation, materials, and agendas
• Work as a backup to other ACS in the office as and when required

Qualifications

• Bachelor's degree with a minimum of five years of relevant experience or equivalent combination of education and experience
• Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.
• High degree of motivation, initiative, flexibility, reliability, and managing concurrent tasks simultaneously
• Adaptive learner, initiative-taking, and self-starter. He/ She should be able to work independently after onboarding
• Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people
• Dedicated team player with excellent organizational skills, ability to prioritize assignments, and willingness to learn about the team s work, to be able to take on additional responsibility
• Ability to adapt to changing business needs and produce high-quality work under pressure
• Excellent organizational, administrative, and time management skills with proven ability to work quickly and efficiently under pressure
• Ability to manage multiple tasks with critical deadlines and undertake diverse and complex assignments under minimum supervision
• Willingness to learn Bank s procedures, especially operational procedures and follow-up processes
• Excellent communication skills in English, both written and verbal. Fluency at the business level in one major Indian language is preferred
• Proficiency in the use of basic computer software (Word, Outlook, Excel, and PowerPoint); ability to use the Internet to research and retrieve data and information. Exhibits exceptional knowledge of Microsoft Office applications and proficiency in technology or/ and systems relevant to functional area