E T Temporary (Program Assistant)

ET Temporary (Program Assistant) Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 130 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit ITS Vice Presidency Context The Information and Technology Solutions (ITS) Vice Presidential Unit (VPU) enables the World Bank Group to achieve its mission of ending extreme poverty and boost shared prosperity on a livable planet by delivering transformative information and technologies to its staff working in over 150+ locations. For more information on ITS, see this video: ITS Business Administration Department (ITSBA) Context The ITS Business Administration Department (ITSBA) is a central pillar in the World Bank Group's IT, responsible for managing the business of ITS. ITSBA serves as a strategic catalyst, navigating IT transformation, endorsing agile and lean methodologies, and sculpting the IT workforce blueprint. It champions stringent governance, proactive risk management, and unwavering compliance with policies and standards, while also ensuring meticulous financial oversight of IT resources. ITSBA is the driving force behind organizational change and transformation efforts, instilling a culture of innovation and continuous learning. ITSBA is responsible for equipping the IT workforce with the necessary skills to address both present and future technological advancements and managing strategic sourcing and vendor management. Key Areas of the Department Strategy and Advisory Governance and Business Management Financial Management Transformation Management and Enterprise Change Management Workforce Management, Learning, and Knowledge Management Sourcing and Vendor Management Staff Engagement Units Context IT People Engagement & Development (ITSPE) unit operates at the intersection of technology upskilling, learning, IT workforce strategy, and agile transformation. Its mandate is twofold: 1) Ensure the WBG organization has the right technology skills, digital fluency, and adoption capability—at the right time—to realize value from technology investments and enable successful digital transformation; 2) Build and sustain the right technology workforce, skills, leadership, and engagement in IT to enable agile delivery of business priorities and support digital transformation. The Transformation Management Unit (ITSTM) is dedicated to driving enterprise-wide strategic transformation programs, organizational change management, and digital transformation initiatives within the ITS department. As a newly formed unit, it plays a pivotal role in ensuring the successful execution of high-impact projects that deliver measurable value and support the adoption of Agile and lean methodologies. By guiding the ITS department through its digital transformation and change journey, the unit fosters a culture of continuous improvement and innovation. It ensures that all key initiatives are strategically aligned with the World Bank Group’s objectives, positioning ITS as a critical enabler of organizational success. The Financial Management Unit (ITSFM) is responsible for the financial oversight of ITS, including budgeting, forecasting and analytics to facilitate management planning, monitoring, and controlling; and sourcing advice, contact management and systems administration and vendor partnerships. This enables informed decision making, improved cost efficiency, and value for money from IT investments and spend. The unit is committed to ongoing improvements in financial planning and control, demonstrating cost and value discipline in day-to-day IT operations at all levels of the organization. The IT Portfolio Governance and Performance unit (ITSGO) is accountable for overseeing the entire ITS work program, from EPIC investment planning and prioritization, delivery performance, and most importantly, value realization. It also ensures IT Policy & Compliance in support of WBG controls. ITSGO aims to optimize the business value of IT investments by ensuring strong alignment between business priorities and IT work. Program Assistant Role Overview The Program Assistant will provide shared support through two units, ensuring smooth daily operations and contributing to the coordination of strategic initiatives. Strong organizational skills, discretion, and a proactive attitude are key to enabling both units to meet their objectives. Responsibilities and Accountabilities Administrative and Logistical Support – Provide comprehensive administrative and logistical support across two units simultaneously, managing calendars, scheduling meetings, drafting routine correspondence, arranging travel, and processing documents with appropriate clearances and distribution. Serve as back‑up to the Senior Executive Assistant and extend support to Team Leads and Managers within the Department as needed. Manage meeting room and workspace reservations, ensuring proper setup of AV equipment, supplies, and accessibility for both units. Coordination and Communication – Facilitate coordination and execution of activities by liaising closely and effectively with members of the Executive Offices and VPUs, ensuring efficient flow of information and communication across both units. Confidentiality – Handle sensitive and confidential correspondence and information discreetly for two units. Ad‑Hoc Duties – Undertake various ad‑hoc duties assigned by Managers. Back‑Up Support – Act as back‑up to the Senior Executive Assistant and provide administrative support to Managers in both units as needed. Mission Arrangements – Organize and distribute mission itineraries and briefing materials, coordinate meeting schedules, travel, visa requests, office logistics, and security arrangements for two units. Event Logistics – Lead end‑to‑end planning and execution of events such as meetings, conferences, and workshops for both units, including AV setup, workspace reservations, mission itineraries, briefing materials, visa and travel arrangements, and security coordination. Budget Management – Assist with budget management for both units, tracking, organizing, and maintaining visibility on financials with reliability and care, enabling leadership to make informed decisions throughout active budget cycles. Document Management – Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team in two units. Office Management – Ensure the smooth running of office spaces for both units, including maintaining office functionality (photocopiers, paper supply, coffee/tea facilities) and coordinating Facilities Management staff to address issues promptly. Quality Control – Monitor documents for accuracy, ensure adherence to department and WBG guidelines and procedures, and assist in editing, formatting, and production of documents and correspondence for two units. Workflow Coordination – Organize and coordinate workflow within the Front Office, ensuring smooth operation of Unit support work and related systems for two units. Onboarding Coordination – Collaborate closely with HR colleagues on recruitment, job postings, contract management, onboarding, and other personnel actions for both units, ensuring processes are well‑organized and efficiently executed. Teamwork and Environment – Foster a high level of teamwork, maintain a positive and cohesive work environment, and inspire trust throughout both units by timely dissemination of information and status updates. Judgment and Problem‑Solving – Exercise independent judgment by promptly addressing potential problems or issues/deadlines requiring action, bringing them to the attention of the Managers in two units. Relationship Building – Establish effective working relationships with counterparts in other ITS units, fostering open communication and teamwork within and across organizational units. Select Criteria Education and Experience: Bachelor’s degree with no experience required or equivalent combination of education and experience. Work Experience: Two or more years of experience as a team assistant, program assistant, or similar roles is preferred. Discretion and Ethics: Demonstrated ability to ensure total discretion, confidentiality, and strong personal ethics. Proactivity and Judgment: Demonstrated ability to be proactive, exercise sound judgment, and use problem‑solving skills in dealing with unexpected situations, often under pressure. Positive Attitude and Stress Management: Proven track record in judgment, reliability, resourcefulness and flexibility; maintain composure in stressful situations. Analytical Skills: Proven analytical, conceptual, and evaluative skills, with ability to identify substantive issues and propose solutions. IT Proficiency: Proficiency in Bank’s standard computer application functions including Word, Excel, PowerPoint, Internet Browsers, SAP, IFC/WBDocs; knowledge of analytics and dashboarding tools such as Power BI or Tableau desirable. Communication Skills: Strong oral and written communication skills, ability to adapt written communication into visual presentations; excellent English grammar and spelling required. Interpersonal Skills: Excellent interpersonal and intercultural communication skills; maturity and ability to interact responsively and tactfully with staff at all levels; ability to resolve complex client‑related issues. Organizational Skills: Excellent organizational and administrative skills, ability to multitask and prioritize under tight deadlines. Team Environment: Ability to create a positive and cohesive team environment within the Front Office and support the quality output of the department. Problem‑Solving and Initiative: Essential problem‑solving skills and initiative to innovate and learn new ways of dealing with the unexpected; proactive in preventing and solving problems. Confidentiality: Demonstrated discretion in dealing with confidential materials; firm understanding of WBG’s information classification policies. Conflict Resolution: Effective conflict resolution skills, ability to give feedback and provide solutions, and implement appropriate action plans for improvement in collaboration with other team members. Competencies Technology and Systems Knowledge: Excellent knowledge of Microsoft Office applications, especially Word; proficiency in technology or systems relevant to the functional area. Project and Task Management: Demonstrated good organizational skills; ability to plan and prioritize own work and work of internal clients (e.g., manage manager's calendar). Institutional Policies, Processes and Procedures: Demonstrate functional knowledge and understanding of institutional priorities, policies and operational procedures. Versatility and Adaptability: Initiative to learn new developments in policies, procedures and technology; proactively identify and solve problems. Lead and Innovate: Suggest improvements to solve problems. Collaborate Within Teams and Across Boundaries: Initiate collaboration within and beyond the team. Create, Apply, and Share Knowledge: Actively share knowledge. EEO and Diversity Statement We are proud to be an equal opportunity and inclusive employer. We do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation or disability. As per WBG policy, an Extended Term (ET) appointment is subject to a lifetime maximum of three years. Former and current ET staff who have completed or are in the process of completing their third‑year ET appointment are not eligible for future ET appointments. Learn more about working at the World Bank and IFC includes our values and inspiring stories. #J-18808-Ljbffr World Bank Group