Program Assistant

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. 

Country and Position Context

The World Bank Group’s Office in Vienna houses several programs of the World Bank and the International Finance Corporation (IFC) Regional Hub. The World Bank Regional Director for the Western Balkans is also the Head of the Vienna Office. As of August 2024, besides staff and management of the Western Balkans CMU, the Vienna office hosts around three hundred global practice staff and managers of the ECA Region, some global teams, and the IFC. In order to ensure efficient support to Practice teams and management based in Vienna, the World Bank office in Vienna is seeking a well-organized, proactive and motivated individual for a Program Assistant position to support the Infrastructure (INF) Practice Group. 

Duties and Accountabilities

• The selected candidate will report to Practice Managers and coordinate their work with the office of the Country Director for the Western Balkans who is also overseeing the Vienna office. They are expected to provide Administrative/Office Support to Practice Managers from INF, liaising frequently with team members both in World Bank Washington, Vienna, and other country offices.

The Program Assistant will be expected to:

• Provide administrative support to Practice Managers by managing calendars, organizing meetings, prioritizing and resolving scheduling conflicts and competing demands, ensuring background materials for meetings are available Respond and handle a wide-range of extensive and diverse inquiries, prioritizing and making timely decisionsCommunicate information to appropriate staff inside and outside the immediate work teamProvide primary assistance in the implementation of the Practice Managers’ work program, including some specialized support in a specific area(s), e.g. task management, database management, etc.Participate in developing project/product timelines, using appropriate software, as well as support teams in using AI tools to accelerate, deepen, and sustain development impactAssist with preparing and processing project documentation in line with the Bank standard proceduresHandle administrative and logistic arrangements for conferences, workshops, retreats, etc.
• Provide support with implementing a system to support office space coordination as guided by managementSupport the Practice Managers’ administrative procurement needs, following the World Bank corporate procurement policies; facilitate hiring of consultants and firms and coordinate invoicing; manage travel arrangements for consultants and group trips and submit travel expensesProvide support with all types of administrative requests such as office supplies order, staff directory changes, email distribution lists, visitor’s pass, videoconferences, WebexProvide back-up support to other Program Assistants in their absence or during periods of heavy workload.
• This may also include backing up the receptionist or other staff mapped to the CMUUndertake ad-hoc tasks as assigned by the Head of the Vienna office, as needed

Selection Criteria

• Minimum Education/Experience: Bachelor’s Degree with 5 years of relevant experience, or equivalent combination of education and experience.
• Previous experience with a project team and good knowledge of the World Bank policies and procedures.Outstanding interpersonal and communication skills, with ability to effectively interact with internal and external clients and staff at all levels.
• Proven high degree of flexibility and reliability, and a demonstrated capacity to handle variety of multiple concurrent activities, to prioritize and balance competing demands under pressure, while maintaining attention to detail.Demonstrated ability to work independently, respond to, and deal effectively in diverse situations with good judgment, discretion, and diplomacy in handling confidential and sensitive matters.Proficiency in advanced functions of standard Bank technology packages, i.e. SAP, Outlook, Excel, intranet, etc.Proven track record of high-quality work.
• Excellent organizational and administrative skills and demonstrated experience in the smooth operation of a busy office and related systems, assuming primary responsibility for organizing and coordinating workflow.
• Excellent communication skills, both written and spoken, in English. Fluency in German is desirable.
• Demonstrated excellent interpersonal, organizational, and time management skills.
• Proven ability to work effectively in a team-oriented, fast-paced environment, and contribute towards common goals. Demonstrated interest in learning, exploring and using AI applications.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29513&site=1