Program Assistant

The Program Assistant provides high-quality administrative and operational support to senior staff in the South Asia Department at IFC's Mumbai office. Responsibilities include scheduling, document monitoring, correspondence drafting, event logistics, budget tracking, and coordination of meetings and travel arrangements.

Responsibilities

• Provide high-quality support to senior staff including scheduling appointments, monitoring documents for signature/approval, filing, and handling correspondence and queries
• Update and monitor the Industry Pipeline and project timeline ensuring data accuracy on internal IFC systems
• Draft routine correspondence and proofread materials using proper grammar, punctuation, and style
• Produce complex text, reports, figures, and graphs using word processing or desktop publishing skills according to Bank’s standard formats
• Assist the team in managing IFC internal processes on proprietary systems with provided training
• Assist in preparation and logistical planning for events such as conferences, workshops, and negotiations
• Track assigned budgets, tasks/projects, steps/timetables, and summarize information on project-related matters
• Provide logistical support for travel, visa coordination, and local transportation for official purposes
• Assist staff with project related tasks
• Coordinate in-person and virtual meetings including participation, materials, and agendas
• Serve as backup to other Administrative Coordinating Staff in the office as required

Requirements

• Bachelor’s degree with a minimum of five years of relevant experience or equivalent combination of education and experience
• High degree of motivation, initiative, flexibility, reliability, and managing concurrent tasks simultaneously
• Adaptive learner, initiative-taking, and self-starter 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 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

Skills

• Administrative Support
• Operational Procedures
• Document Monitoring
• Drafting Correspondence
• Event Logistics Management
• Financial Tracking
• Meeting Coordination
• Travel Arrangements
• Microsoft Office Suite
• Word
• Outlook
• Excel
• Power Point
• Internet Research
• Time Management
• Task Prioritization
• Multitasking
• Organizational Skills
• Communications Skills

Languages

English