Program Assistant at World Bank

Roles & Responsibility

• The overall purpose of the assignment is to provide administrative, logistical and operational support to the World Bank Nigeria Country Office. 

The main functions include but are not limited to:
Operational and administrative support

• Provide administrative support to the assigned supervisors and work collaboratively with members of the immediate work team.
• Provide support for preparation and implementation of World Bank projects and activities according to Bank procedures.
• Provide support to operational teams on various aspects of World Bank Operations, including inputs to ISR and ICR and other project reports.
• Download different Trust Fund reports using bank’s portal and SAP.
• Follow-up and update project milestones in operations portal.
• Monitor WPA (Bank Budget -BB, and Trust Fund for the Unit and prepare reports.  
• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution. Incorporate feedback into documents, making full use of shared drives and other software capabilities.
• Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports. Compile reports/ presentations and other project related documentation and assist in the drafting of transmittal letters.
• Keep abreast of the Organization’s directives and ensure effective processing of all project documents.
• Assist in drafting, editing and finalizing correspondence, memos, letters and various reports and documents, ensuring compliance with World Bank correspondence format, and procedures, and proofreading materials using proper grammar, punctuation, and style in English and proofread materials
• Draft minutes of meetings and provide assistance in editing large documents.
• Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Task Team.
• Organize and maintain an electronic filing system (SharePoint) for projects/operations.
• Incorporate agreed comments into documents, making full use of shared drives and software capabilities.

Information Management and Client interaction

• Handle all relations with the Government of Nigeria counter parts and implementing agencies on administrative aspects of the operation.
• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle. 
• Demonstrate skills in retrieving, gathering, and obtaining information from various sources (internet, the portal, intranet, Bank libraries, etc.) and transferring the information in a usable format.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office.
• Provide guidance to Clients and government counterparts (Travel, Client Connection, STEP.)
• Track and report on appropriate aspects of the Team’s operational activities. 

Time management & Logistic planning 

• Arrange working schedule and meeting with counterparts for the visiting teams.
• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.
• Assist in preparation and logistical planning for various events, e.g. missions, conferences, workshops, internal and external meetings with clients and donors, audio and video conference etc. 
• Update mission schedules, monitors change and communicates necessary information to appropriate staff.
• Assist members of the team on all issues related to Travel Requests and Statement of expenditures (SOEs), in compliance with the institutional procedures in effect and provide backup support for traveling staff.
• Process travel requests, Purchase Orders (PO), STC/STT contracts.
• Manage office supplies, for office as needed as per Bank’s guidelines.
• Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g., conferences, workshops, negotiations, board presentation and signing, etc.

Other duties

• Serve as a back-up to other Program Assistants on project and administrative tasks.
• Occasionally perform Analytical tasks as may be requested by the Team Leader
• Perform other tasks as requested by the Supervisor.

Selection Criteria

• Minimum bachelor’s degree and at least 5 years of relevant experience.
• Previous experience with a multilateral/bilateral organization is an advantage.

Competencies:

• Technology and systems knowledge – Demonstrate advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills in technology.  
• Project and task management - Exhibit good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.  
• Institutional policies, processes, and procedures - Demonstrate knowledge of own department’s programs and products, know key players, understand own role. Display understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.  
• Versatility and adaptability - Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change.  
• Client Orientation - Exhibit good communication skills, positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.  
• Learning, knowledge sharing and communication - Good English language skills (verbal and written) Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.  
• Business judgment and analytical decision making - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.  
• Drive for Results - Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.  
• Teamwork (Collaboration) and Inclusion - Collaborate with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.