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Program Assistant

World Bank Group Singapore
Posted 11 days ago Permanent Competitive
Program Assistant
Program Assistant
Job #: req27827 Organization: World Bank Sector: Administration/Office Support Grade: GC Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: Singapore,Singapore Required Language(s): English Preferred Language(s): Closing Date: 6/21/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

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 120 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, www.worldbank.org

The South Asia Region Context

The South Asia Region comprises eight countries (Afghanistan, Bangladesh, Bhutan, India, Maldives, Nepal, Pakistan, and Sri Lanka) that range in size from India (with a population of over 1 billion) to Maldives (with 0.3 million people). The region has experienced a long period of robust economic growth, averaging 6% a year over the past 20 years. It was the second-fastest growing region in the world in the aftermath of the global crisis. This strong growth has translated into declining poverty and impressive improvements in human development. The percentage of people living below the poverty line fell in South Asia from 56% to 16% between 1981 and 2013. Still, the region remains home to a third of the world's poorest, with 216 million people living below $1.9/day.

The South Asia Region: https://www.worldbank.org/en/region/sar

The Infrastructure Practice Group is charged with developing sustainable solutions to help close infrastructure gaps in developing and emerging economies. As part of the Infrastructure Practice Group, the Energy & Extractives (EEX) Global Practice (GP) focuses on providing affordable, reliable and sustainable energy to meet the needs of fast-growing economies, ensure universal access to modern energy services for people in client countries, strengthen policy and institutional frameworks to promote transparent and equitable growth of the extractives sectors for public benefit. There is a strong emphasis on private sector resource mobilization and catalyzing financing from commercial and other sources of development and climate finance.

The South Asia Transport Practice:
The South Asia Transport Practice is part of the South Asia Infrastructure Department (ISADR) that includes Energy and Transport, and works closely with Extractives, Digital Development, and Infrastructure Finance, Public Private Partnerships and Guarantees.

The Transport team focuses on supporting clients across South Asia on developing transport connectivity solutions that address their needs for basic access, as well as trade and economic integration in an efficient and resilient manner that minimizes climate emissions, local pollution, safety concerns and other negative impacts. The practice is engaged in some form in all the countries of South Asia i.e., Afghanistan, Pakistan, India, Nepal, Bangladesh, Bhutan, Sri Lanka, and Maldives. The portfolio includes 26 active lending operations with commitments of over $7.61 billion that include investments in inland waterways, urban mobility, rail, highways at the national and provincial level as level as rural roads; a rich analytical portfolio that focuses on regional integration, urban and e-mobility, climate resilience, multi-modal logistics and road safety and a strong tradition of policy support to national and sub-national clients. The team is a decentralized unit with two thirds of the staff located in the field.

The South Asia Transport team will be split into two teams. This position will be mapped to South Asia Region Transport 2 (ISAT2), reporting to the Practice Manager based in Singapore. ISAT2 unit has 22 staff, covering the Afghanistan Country Management Unit (CMU), the India CMU, and Pakistan CMU.

Duties and Responsibilities:
The Program Assistant will report to the South Asia Region Transport 2 Practice Manager and will be responsible for the following tasks and duties:

Executive Assistant to Transport Practice Manager (PM )

• Efficiently manage PM's calendars, schedule and coordinate meetings, prioritize tasks, handle scheduling conflicts, gather and organize background materials for meetings, draft correspondence, and proofread and edit documents for accuracy.

• Provide primary support in mission planning and logistics for Practice Manager's work program.

• Assist PM with organizing knowledge events, monthly unit meetings, retreats, and workshops.

• Assist PM with a wide range of day-to-day coordination tasks, including retrieving information from RM reports to support the task of overseeing unit's budget and WPA. reviewing budget allocation to ensure funds in temporary codes are properly allocated, join regular RM meetings with Resource Management Officers to ensure close monitoring of resource allocation.

• Support PM with annual SAP Role verification process, signing off and identifying areas for corrective action.

• Undertake additional responsibilities as assigned by the PM and/or Operations Support/Quality Team.

Portfolio Monitoring and Reporting
• Regularly monitor (on weekly basis) the portfolio and pipeline of the ISAT2 Transport unit, including all key milestones and deliverables, providing timely updates to the PM on their status.

• Utilize suitable platforms, such as Standard Reports platforms, to track project performance, identify any anomalies, and initiate necessary corrective actions.

• Contribute to portfolio review meetings by providing inputs from Task Teams for the preparation of Regional Portfolio Workbooks; subsequently inform the PM and the team, and take appropriate follow-up actions on identified issues, including updating milestones, disbursement, proactivity and ISRs, ICRs, etc.

Operational Support to Task Teams
• Efficiently use key Bank information systems to support lending and non-lending activities. Systems such as Standard Reports, BI, AO, MyTF, Client Connections, One Drive; Operations Portal, and advanced functions of Microsoft Office Suite (Word, Power Point, Excel,).

• Provide operations support to task team throughout the lending project cycle from creating AIS/AIN, preparing the PCN, QER review, Decision meeting, ROC, Appraisal, Negotiation, Board Approval or Restructuring packages. Review for adherence to corporate requirement and process through Bank system; follow up for concurrence/decision.

• Support team with creating Grant Funding Requests and monitoring Trust funds for compliance.

• Provide support in hiring international individual consultants and firms through WBG Procurement RFX and Admin Portal; review TOR and CVs and advise appropriate rate to TTLs to ensure the rates are within "HR Salary and Fee Scale", create vendor/UPI if required. Regularly review current individual/firm/vendor contracts to monitor the expenditures and manage the deliverables, support mission travel, payment requests and timely submission of SOEs, closing date and timely resolution of any workflow issues.

Unit Coordination

• Collaborate with colleagues in the SAR RD's front office, Senior Management Team offices and partner VPUs to facilitate coordination and execution of core activities, and to help ensure the efficient flow of information and communication.

• Work collaboratively with the SAR INF Front Office and Facilities team to manage office spaces for the unit including submission of request for office equipment through e-services.

• Onboarding of new staff members and familiarizing them with bank policies and processes.

• Serving as TRS and LARS coordinator for SAR Transport.

• Assist in updating and maintaining SharePoint, OneDrive, and other relevant repositories for tracking, e-filing and archiving system, applying the appropriate record retention policies.

• Provide back-up support to other Program Assistants (especially ISAT2) in their absence or during periods of heavy workload.

Selection Criteria

• Minimum Education/Experience: High school diploma with 7 years of experience or Bachelor's degree and 5 years of experience

• Previous experience with a project team and good knowledge of the World Bank policies and procedures.

• Outstanding interpersonal and communication skills, with ability to effectively interact with internal and external clients and staff at all levels.

• Proven high degree of flexibility and reliability, and a demonstrated capacity to handle variety of multiple concurrent activities, to prioritize and balance competing demands under pressure, while maintaining attention to detail.

• Demonstrated ability to work independently, respond to, and deal effectively in diverse situations with good judgment, discretion, and diplomacy in handling confidential and sensitive matters.

• Proficiency in advanced functions of standard Bank technology packages, i.e., SAP, Outlook, Excel, intranet, etc.

• Proven track record of high-quality work. Excellent organizational and administrative skills and demonstrated experience in the smooth operation of a busy office and related systems, assuming primary responsibility for organizing and coordinating workflow.

• Excellent communication skills, both written and spoken, in English.

• Demonstrated excellent interpersonal, organizational, and time management skills.

• Proven ability to work effectively in a team-oriented, fast-paced environment, and contribute towards common goals.

• Should be technologically proficient and familiar with tools such as PowerBI, ChatGPT, and other relevant technologies.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.
Job ID  req27827
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