Program Assistant

The Program Assistant will provide a wide range of administrative and operational support to the Joint Resident Representative and World Bank Group teams in Djibouti. The role involves managing priorities, screening documents and correspondence, coordinating office procedures, and supporting logistical preparations for missions and events.

Responsibilities

• Provide a wide range of assistance to the Resident Representative and Joint Representation Office teams, managing priorities and workflow.
• Screen all incoming documents, emails, and correspondence with high autonomy and discretion.
• Ensure all documents requiring signature are of high quality and adhere to administrative operational guidelines.
• Prepare correspondence and minutes of meetings on behalf of the Operations Officer and Resident Representative.
• Maintain working knowledge of tasks performed in each World Bank Group unit to respond independently to inquiries.
• Use judgment, tact, diplomacy, and discretion in handling sensitive or confidential matters.
• Gather and collate materials and prepare mission/event briefing materials and binders.
• Maintain and coordinate general office procedures and guidelines to ensure smooth operation and efficiency.
• Identify potential areas for improvement of front office administrative support and develop solutions.
• Disseminate relevant information and reports timely to keep others informed.
• Establish and maintain effective networks within Djibouti and the Bank Group for effective liaison.
• Draft, review, edit, and provide quality control of internal and external documents.
• Coordinate schedules and agendas of operational teams, monitor changes, and communicate information.
• Assist in logistical preparation of missions, conferences, seminars, workshops, including budget review and participant database management.
• Maintain up-to-date project and other files, distribution lists, and contact information.
• Assist with other administrative matters for Djibouti Joint Representation Office.
• Back-up other Administrative and Client Support staff in the office when needed.

Requirements

• Minimum education: Bachelor’s degree or equivalent combination of education and experience.
• Minimum of seven years of relevant experience with demonstrated experience to supervise work of other admin staff, maturity and professionalism.
• Experience with international organizations highly valued.
• Demonstrated capacity to multitask in a fast-moving space.
• Ability to quickly grasp the Bank's procedures, rules, and processes.
• Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area.
• Able to coach less experienced staff on relevant technology and systems.
• Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
• Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients.
• Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.
• Able to practically apply and guide others in policy application.
• Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures and technology.
• Able to proactively identify, prevent and/or solve problems.
• Able to participate in change activities and initiatives.
• Demonstrates initiative, independence, and autonomy in addressing client needs in changing business contexts and environments.
• Has knowledge of department strategy, vision, and goals and can link them to those of the larger organization.
• Allocates and prioritizes resources according to areas of most urgent need and greatest impact for the client.
• Adopts a collaborative approach to improve overall effectiveness outside one’s department and displays an open, helpful attitude toward others.
• Approaches conflicts as common problems to be solved.
• Demonstrates understanding of and acts to incorporate multiple perspectives.
• Frames thinking/actions with a WBG corporate perspective in mind.
• Applies creativity, flexibility, and persistence to develop new approaches.
• Considers own behavior in context of WBG’s values and mission and recognizes impact on others.
• Frames problems and recommends solutions.
• Takes ownership for organization of knowledge-sharing and learning activities.
• Contributes to the knowledge of the work group and beyond.
• Uses feedback to develop self and mentor others.
• Build personal and professional networks within and beyond the work group.

Skills

• Supervisory Abilities
• Microsoft Office Suite
• Administrative Procedures
• Operational Procedures
• Policy Application
• Resource Allocation
• Multitasking
• Organizational Skills
• Knowledge Sharing
• Problem Solving
• Change Management
• Client Needs Assessment
• Technical Proficiency
• Coaching and Mentoring
• Event Coordination
• Document Screening
• Logistical Support
• Work Planning and Prioritization

Languages

French, English