JOB # 162487
JOB TITLE Program Assistant
JOB FAMILY Administration
JOB TYPE Administrative
GRADE GC
LOCATION Baku, Azerbaijan
RECRUITMENT TYPE Local Hire
LANGUAGE REQUIREMENT Azerbaijani [Essential]; English [Essential]; Russian [Desired]
CLOSING DATE 30-Nov-2016
Duties and Accountabilities:
Program Assistant (PA) positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignment. With only routine supervision, the Pas work closely with other staff within the unit to make a significant contribution to the overall achievement of the unit’s work program.
• In addition to performing the full range of office support work within a team, a significant part of the job entails provision of some specialized support (e.g., database management, knowledge management, task management, major event/course planning, etc.). PAs/LPAs typically report functionality to an Office Administrator, Executive Assistant or Office Manager who provides supervision and guidance.
• Work typically requires interpreting existing procedures and processes, independently determining which should be used, and applying these appropriately. Work requires extensive coordination with other Bank Group Units and frequent liaison with team members, regardless of location, and external counterparts. Incumbent also provide guidance to less experienced staff.
• In addition to performing the tasks outlined for a level GB TA, incumbent will also:
• Provide primary assistance in the implementation of the unit’s work program, including some specialized support in a specific area(s), e.g. task management, procurement, database management, information technology, editorial assistance, etc.
• Identify and resolves diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application.
• Suggest ways to enhance work organization and effectiveness.
• Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, VPU and institutional guidelines.
• Participate in developing project/product time lines, using appropriate software.
• Attend meetings, drafts minutes and ensures timely clearance and distribution.
• Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and drafts a variety of standard project-related correspondence.
• Monitor task budget/trust funds for specific projects on behalf of the team.
• Undertake ad hoc inquires in standard and non-standard database, retrieves, manipulates ad presents data.
• Participate in mission field work as required.
• Mentor less experienced staff.
Selection Criteria:
Specific skills and competences that are required to fulfill the duties and responsibilities of the Program Assistant position, Level GC include:
COMPETENCIES
• Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office application and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management – Able to undertake diverse and complex assignment with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar).
• Institutional policies, processes, and procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.
• Versatility and adaptability – Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change Activities and initiatives.
Client Orientation – Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
• Drive for Results – Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication – Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit’s knowledge sharing.
• Business Judgment and Analytical Decision Making – Able effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgement on action needed.
OTHER SELECTION CRITERIA
• University degree and a minimum 5 years of relevant experience;
• Knowledge of the Bank Group’s operational and administrative processes and procedures (e.g., Task Management, Budgets, Procurement)and of lending and non-lending documents (e.g. PCNs, PADs, ISRs, ICRs), ability to use efficiently key Bank systems (e.g. SAP, Business Warehouse, Operations Portal, ISR, IRIS, PRAMS, PPRS, ORAF) is an advantage;
• Excellent command of English and Azeri languages, both oral and written, including ability to draft a variety of correspondence and edit materials using proper grammar, punctuation and style;
• Proficiency in Microsoft Windows applications, namely Excel, Word and Power Point and good typing skills;
• Demonstrated ability to learn new technology quickly and effectively use it for maximum productivity.
• Analytical and practical problem-solving skills and resourcefulness in performing varied tasks;
• Sound organizational skills and ability to prioritize and deliver assignments in a timely manner often under severe time pressure;
• Demonstrated initiative in developing practical approaches that improve office support work and effectiveness of unit/team;
• Ability to pass relevant Bank Group tests in place at the time of selection (e.g. English language, computer applications).
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