Program Assistant

The Program Assistant will provide high-quality administrative, operational, and program support to the Country Management Unit in the Jordan Country Office. The role involves coordinating administrative and operational activities, supporting missions and events, facilitating communication, organizing meetings and travel logistics, and ensuring smooth office functioning.

Responsibilities

• Coordinate with relevant government authorities and external stakeholders to facilitate administrative and operational requirements for World Bank staff, consultants, and visiting missions
• Serve as the administrative focal point for Country Office operations, supporting staff onboarding, office logistics, and day-to-day operational needs
• Build and maintain effective working relationships with government counterparts, clients, and service providers
• Coordinate administrative arrangements for visiting missions including travel logistics, meeting schedules, and security clearances
• Manage office logistics including workspace coordination, office moves, inventory, and recommend process improvements
• Support newly appointed staff and consultants with onboarding and office orientation
• Coordinate logistics and administrative arrangements for high-level visits, official meetings, workshops, conferences, and events
• Cross-train with administrative colleagues to ensure business continuity and effective team support
• Provide quality control of internal and external documents ensuring accuracy and compliance with World Bank policies and formatting standards
• Draft, edit, format, and produce correspondence, reports, presentations, and other documents
• Manage complex calendars and schedules, prioritize appointments, monitor changes, and communicate updates
• Research and respond to routine and non-routine administrative inquiries, escalating issues when appropriate
• Organize meetings, workshops, conferences, video conferences, and other events including logistics and preparation of materials
• Coordinate travel arrangements and mission logistics for staff and consultants in accordance with World Bank policies
• Assist in coordinating mission agendas and provide logistical support for visiting teams and official delegations
• Maintain current distribution lists, contact databases, project files, and other administrative records
• Generate administrative and operational reports as required
• Collaborate effectively with Country Office colleagues and contribute to a positive, client-focused, and inclusive team environment
• Provide backup support to other administrative staff and perform additional operational and administrative duties as assigned

Requirements

• Minimum education: Bachelor’s degree
• Minimum of 2-5 years of relevant experience
• Advanced knowledge and experience working with Microsoft Office applications (Excel, PowerPoint, Word, etc.)
• Ability and willingness to maintain up-to-date knowledge and skills in technology
• Good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision
• Attention to detail and quality
• Ability to manage multiple tasks and complete tasks within agreed schedule
• Knowledge of own department’s programs and products, key players, and own role
• Understanding and ability to apply World Bank policies and procedures relevant to assigned responsibilities
• Flexibility and receptiveness to new solutions
• Motivation to adapt oneself to effecting change
• Good communication skills and professional client service attitude
• Ability to write clearly, edit and proofread draft communications
• Ability to learn and share knowledge/information across the unit
• Ability to manage information and support retention and disposition of information and records
• Ability to search, report, and deliver basic information from various sources and independently respond to basic inquiries
• Personal ownership and accountability to meet deadlines and achieve agreed-upon results
• Personal organization to meet deadlines

Skills

• MS Excel
• MS PowerPoint
• MS Word
• Program Coordination
• Administrative Support
• Operational Support
• Information Management
• Records Management Projects
• Report Writing
• Editing and Proofreading
• Meeting Coordination
• Travel Logistics Management
• Policy Application
• Analytical Skills
• Problem Solving
• Time Management
• Client Services
• Knowledge Sharing

Languages

English