IFC — a member of the World Bank Group (WBG) — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. For more information, visit www.ifc.org.
IFC’s Singapore office is looking to recruit a Senior Program Assistant who will provide a full range of executive support to the Financial Institutions Group (FIG) Regional Industry Director for Asia & Pacific region. The Senior Program Assistant’s responsibilities include administrative management and coordination, quality assurance (i.e. documents, processes, etc.), liaison with internal and external executives, and general research and reference work. S/he will also play a lead coordination role with other Administrative Client Support (ACS) staff in the Asia & Pacific region. This role requires a motivated and mature individual who can successfully work with teams across departments and geographies.
Roles and Responsibilities:
• Responsible for time management and scheduling, including (i) monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit; (ii) effectively prioritizing and resolving related conflicts from competing departments; and (iii) performing desktop research and presentations for speaking engagements, interviews, media and communications etc. Ensure appropriate follow-through on administrative actions, decisions and commitments made by Management by working with parties responsible for implementation.
• Provide full logistical and secretarial support, including (i) arranging travel schedules; (ii) organizing senior management visits, meetings and knowledge-sharing events; (iii) maintaining up-to-date work unit projects and other files (both paper and electronic); (iv) providing primary assistance in the implementation of the office’s work program, including task management, filing and database management for record-keeping, editorial assistance and other general administrative tasks etc.
• Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style. Using word processing or desktop publishing skills to produce text, reports, figures, graphs, etc., according to standard formats. Incorporating agreed comments into documents, making full use of shared drives and software capabilities.
• Making travel arrangements for the team, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc. Coordinating with travel agency and other regional offices to ensure that logistical arrangements for the trips are well planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions
• Developing shared tracking tools and disseminate knowledge and best practices to ensure the efficient delivery of administrative and support services.
• Organizing office and business-related events and training programs, including procurement, contract management, processing vendor invoices and purchase orders, F&B catering, invitations, RSVPs, registrations, travel-related and visa arrangements for overseas participants, and coordination with Facilities and IT team on logistical set-up.
• Tracking assigned tasks/project steps/timetables, coordinating with relevant staff, and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit projects and other files (both paper and electronic).
• Participating in regular ACS staff meetings and sharing responsibility with other ACS team members to prepare agendas, chair meetings and share relevant information. Providing updates and follow up on any identified action items. Promoting cooperation within ACS community and suggesting ways to enhance work organization and effectiveness.
• As part of a co-located (World Bank, IFC and MIGA) office in Singapore, works collaboratively with ACS staff across all WBG offices.
• Providing back-up support to other ACS peers in their absence or during periods of heavy workload.
• Undertaking any other tasks assigned by Country Manager to support the local office and business needs.
