Program Assistant

Program Assistant

 Description

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet.

IFC’s Philippines office is looking to recruit an experienced Executive Assistant who will provide a full range of executive support to the Country Manager and perform Office Administration functions. The EA’s responsibilities include administrative management and coordination, quality assurance (i.e., documents, processes, etc.), liaison with internal and external senior staff and executives, overall office and facilities management. This role requires an energetic and mature individual who can successfully work with teams across departments and geographies.

Roles and Responsibilities:
The roles and responsibilities of the role include but are not limited to:

Executive Assistant:
•  Responsible for time management and scheduling on behalf of the Country Manager to include (i) effective prioritizing and resolving related conflicts and competing departments; and (ii) monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit, including IFC stakeholders.
•  Provide full logistical and secretarial support to the country front office, including (i) arranging travel schedules; (ii) organizing meetings, senior management visits and knowledge-sharing events (iii) maintaining up-to-date work unit projects and other files (both paper and electronic); (iv) providing primary assistance in the implementation of the office’s work program, including task management, filing and database management for record-keeping, editorial assistance and other general administrative tasks etc.
•  Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style. Using word processing or desktop publishing skills to produce text, reports, figures, graphs, etc., according to standard Bank formats and distribution. Incorporating agreed comments into documents, making full use of shared drives and software capabilities.
•  Making travel arrangements for mission groups, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc. Coordinating with the travel agency and other regional offices to ensure that logistical arrangements for the trips are well-planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions.
•  Develop shared tracking tools and disseminate knowledge and best practices to ensure the efficient delivery of administrative and support services.
•  Organizing office and business-related events and training programs, including procurement, contract management, processing vendor invoices and purchase orders, F&B catering, invitations, RSVPs, registrations, travel-related and visa arrangements for overseas participants, and coordination with Facilities and IT team on logistical set-up.
•  Tracking assigned tasks/project steps/timetables, coordinating with relevant staff, and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit projects and other files (both paper and electronic).
•  Assisting Managers/Transaction Leaders in managing stakeholder relationships, which includes both internal and external IFC clients.
•  Identifying and resolving diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining an appropriate application.
•  Attending meetings, drafting minutes, and ensuring timely clearance and distribution.

Office Administrator
•  Mentoring less experienced supporting staff, proactively sharing knowledge and information, promoting cooperation within the ACS community, and suggesting ways of enhancing efficiency.
•  Providing backup support to other ACS peers in their absence or during periods of heavy workload.
•  As part of a collocated WB IFC office in Manila, works collaboratively with ACS staff across all WBG offices.
•  Sufficient knowledge of office maintenance and arranging necessary repairs and supervision of junior ACS and agency staff.
•  Liaise with facility management vendors, including cleaning, electrical, air conditioning and security services, among others.
•  Onboarding new staff and manage relocation procedures (visa, shipment etc.) for international staff.

Selection Criteria

•  Bachelor’s degree with at least 5 years of relevant experience.
•  Excellent written and oral communication skills, ability to draft a variety of correspondence and edit materials independently.
•  Experienced working within tight deadlines and under pressure; the flexibility to work overtime during peak periods on short notice.
•  Ability to work and coordinate with teams across remote locations.
•  Demonstrated capacity to multitask and prioritize workload, work with minimal supervision with initiative and resourcefulness.
•  Ability to follow through team’s priorities and respond to requests for information in a timely manner.
•  Excellent time management and organizational skills.
•  Ability to demonstrate good judgment, tact, and a high level of discretion in dealing with confidential and sensitive matters.
•  Proactive self-starter, outstanding interpersonal skills, and sound judgment to effectively deal with staff at all levels.
•  Ability to build and maintain relationships with the business community and governmental authorities.
•  Excellent oral and written presentation skills in English and Tagalog are required.
•  Proficiency and prior experience in MS Office: Excel, Word, PowerPoint, and Outlook.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.