E T Temporary - Program Assistant

The Program Assistant provides high-quality administrative, operational, and coordination support to the MIGA Eastern Europe Regional Office team in Vienna, Austria. The role supports business development activities, office operations, information management, and stakeholder coordination to ensure efficient functioning of the regional team.

Responsibilities

• Utilize digital solutions efficiently to support administrative and operational tasks.
• Coordinate schedules and calendars, taking priorities into account, and communicate updates to relevant internal and external stakeholders.
• Draft routine correspondence and format business documents and presentations.
• Coordinate logistics for meetings, workshops, conferences, and events, including invitations, venue arrangements, catering, and related administrative support.
• Coordinate mission travel for staff to the region, particularly senior management missions, as well as general staff travel arrangements.
• Support the organization of conferences and business development events, including preparation of marketing materials and coordination of meeting facilities.
• Establish and maintain lists and databases of clients, partners, and stakeholders.
• Contribute to the preparation of marketing and business development materials, particularly PowerPoint presentations and pipeline reports.
• Prepare monthly business development activity reports, including retrieval, analysis, and presentation of relevant data under guidance.
• Maintain and update internal shared resources, databases, and filing systems.
• Assist in preparing background materials for meetings and events.
• Compile, organize, and distribute documents to relevant participants and stakeholders.
• Prepare presentation materials and produce complex texts, reports, figures, charts, and graphs.
• Manage general office administration including inventories, asset tracking, filing, courier services, and vendor coordination.
• Process vendor invoices, purchase orders, and non-staff reimbursements through the ePayables Portal.
• Work with professionalism, discretion, and diplomacy in managing priorities and workflow.
• Perform ad hoc administrative and operational assignments as required.
• Provide backup support to colleagues when necessary.
• Serve as the regional office coordinator for the Leave and Attendance Record System (LARS).
• Coordinate with local HR representatives on administrative HR matters including visa renewals, UNLP documentation, employment permits, and related follow-up actions.

Requirements

• A minimum qualification of a high school diploma and at least 7 years of relevant work experience or an equivalent combination of education and experience. Bachelor's degree preferred with relevant experience.
• Must be able to perform effectively in a fast-paced environment, be eager to learn, responsive to client’s needs, willing to work as an integral part of the team and promote and maintain harmonious working relations.
• Knowledge and understanding of Bank Group administrative and operational policies and procedures to ensure overall quality of output. Knowledge and skills in accounting will be an added advantage.
• Excellent information technology skills (AI, Microsoft Office, Excel, PowerPoint, and Outlook) and willingness to learn new programs and applications as needed.
• Strong English and Russian language skills. Romanian, Uzbek, Kazakh or Turkish language skills (verbal and written) would be an asset, including ability to draft a variety of correspondence and edit materials using proper grammar, punctuation, and style.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills in English and Russian.
• High level of attention to detail and professionalism.
• Ability to manage multiple priorities under tight deadlines.
• Experience with MIGA or WBG internal systems, business processes is a must.
• Familiarity with AI-enabled productivity tools and digital collaboration platforms.
• Ability to work independently and collaboratively in a multicultural environment.
• Strong interpersonal skills and client-oriented approach.
• Ability to handle confidential information with discretion.
• Desire to actively contribute to the unit’s objectives.
• High level of commitment, reliability, motivation, initiative, and willingness to help others.
• Excellent organizational skills and ability to prioritize and deliver assignments in a timely manner often under time pressure.
• Experience in event planning and organization.

Skills

• Bank Group administrative policies
• Operational Procedures
• Accounting Knowledge
• Microsoft Office Suite
• Excel
• Power Point
• Outlook
• AI Productivity Tools
• Online Collaboration Platforms
• English Communication Skills
• Russian Language
• Drafting Correspondence
• Editing Skills
• Organizational Skills
• Multitasking
• Time Management
• Event Planning
• MIGA internal systems
• WBG business processes
• Confidentiality Management

Languages

English, Russian, Uzbek, Kazakh, Turkish, Romanian