E T Temporary-Program Assistant

Job Location : Gauteng, Johannesburg
Deadline : April 24, 2025

Duties and Accountabilities :

• Provide full logistical, administrative, and executive support to business related activities, including: (i) organizing meetings/events/workshops/missions, (ii) coordinating schedules, monitoring and communicating changes to appropriate staff, including IFC stakeholders, (iii) maintaining up-to-date work project files (both paper and electronic), (iv) drafting a variety of routine documents, applying effective proofreading and grammar skills in English, (v) assisting in preparation of various presentation materials in PowerPoint, and arranging travel schedules.
• Providing high-quality support to the departmental team, including scheduling of appointments, monitoring documents for signature/approval, handling incoming correspondence and internal/external queries, and drafting routine correspondence.
• Providing primary assistance in the implementation of the team's work program, including specialized support in areas such as task management, procurement, database management, information technology, and editorial assistance.
• Suggesting ways to enhance work organization and effectiveness.
• Exercising the quality enhancement function for project and other documents by ensuring adherence to departmental and institutional guidelines.
• Serve as an information resource on the status of projects/products and any news relevant to the industry program; draft a variety of standard project-related correspondence.
• Undertake ad hoc duties assigned by the Principal Country Officer or designated Country Office supervisor.
• Work will involve frequent interaction with internal contacts (other VP units, World Bank staff) as well as external contacts (Government Officials, Consultants, External Organizations, and other Service providers).
• As the first line of contact with an extensive network of contacts, the Program Assistant will be expected to exercise judgment, tact, and discretion in answering inquiries and dealing with sensitive matters.
• Follow-up with clients on project-related issues and appointments.
• Attend meetings, draft minutes, and ensure timely clearance and distribution.
• Handle administrative and logistical arrangements for various events, ensuring timely submission and review of briefing materials and appropriate follow-up actions.
• Process payments and expenses related to projects, consultants, and events; maintain liaison with local contractors and suppliers.
• Be accountable for the integrity of all project documents, ensuring that files are organized and maintained in the correct database.
• Coordinate and monitor work and activities to ensure IFC policies and management decisions are properly carried out.
• Coordinate with other ACS for cross-regional support.
• Identify and resolve diverse issues/problems as they arise, requiring interpretation of existing procedures and processes.
• Provide specialized support in specific areas such as task management, procurement, and database management.
• Act as back-up to other Administrative & Client Support (ACS) colleagues in their absence or during busy periods.

Selection Criteria:

• Bachelor’s degree with at least 5 years of relevant experience, with solid knowledge of IFC/WBG operational procedures (preferred) or demonstrated strong capability to understand and implement corporate policies and procedures.
• Previous relevant experience in a multinational organization and private sector experience is an asset.
• Good knowledge of and demonstrated experience in administrative/operational support functions, including task management and event planning.
• Excellent interpersonal and communication skills, with the ability to interact diplomatically with clients and staff at all levels.
• Excellent organizational, administrative, and time management skills; experienced working within tight deadlines and under pressure.
• Effective analytical, research, and problem-solving skills.
• Strong attention to detail and excellent communication skills.
• High degree of motivation, initiative, flexibility, and reliability.
• Proactivity and capacity to apply a forward-looking vision to office work.
• In-depth knowledge of Microsoft Office applications and proficiency in technology relevant to the functional area.
• Demonstrated skills in retrieving and gathering information from various sources and compiling it in a usable format.
• Excellent verbal and writing/editing skills in English, including the ability to draft and edit correspondence.
• Ability and commitment to develop a positive and productive work environment.
• Excellent skills in preparing PowerPoint and other visual presentation tools.
• Ability to handle time-sensitive assignments and produce high-quality work under pressure.
• Willingness to perform ad hoc tasks and travel occasionally.
• Client Orientation - Demonstrates a positive client service attitude; ability to develop good working relationships with clients and colleagues.
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve results.
• Teamwork (Collaboration) and Inclusion - Collaborates with team members and contributes productively to the team's work.
• Knowledge, Learning, and Communication - Demonstrates tact and judgment, good listening and communication skills.