Program Assistant- Hong Kong, China

Job #:	130573
Title:	Program Assistant
Job Stream:	Administration
Location:	Hong Kong, China
Closing Date:	03/29/2013
Background / General description:
IFC (International Finance Corporation), the private sector arm of the World Bank Group, is a global investor and advisor committed to promoting projects in its developing member countries that are economically beneficial, financially and commercially sound, and environmentally and socially sustainable. IFC finances private sector investments, mobilizes capital in the international finance markets, helps client improve social and environmental sustainability and provides technical assistance and advice to governments and businesses in the developing world.  IFC is seeking to recruit a Program Assistant in the Hong Kong Office. Program Assistant positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignments. With only routine supervision, the PA works 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.). The Program Assistant will report to the Office Manager who provides supervision and guidance Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment.
Duties and Accountabilities:
• Provide high-quality administrative and logistical support to members of the team, which includes scheduling of meetings, coordinating travel, preparing correspondence, providing relevant background materials for meetings, monitoring and following up on issues and priorities for the team members, ordering supplies, publications, etc. • Work closely with Executive Assistant to coordinate meeting organization for the VPU Secretariat, scheduling and logistics support. • Serve as primary back-up for the Executive Assistant during her absence from the office. Responsibilities in this function include, but are not limited to, managing calendar, coordinate complex travel logistics, ensuring timely delivery of trip binders, briefing materials for meetings etc. Be willing to organize office events, video and audio conferences.  • Work with a high level of discretion in handling the work-flow and scheduling incorporating effective prioritizing and resolving related conflicts and completing demands;  • Provide assistance in organizing meetings (including conference calls and Video Conferences), workshops / conferences, including handling administrative and logistic arrangements, preparing and assembling meeting materials; arranging external and internal events e.g. regional management meetings, office functions 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. • Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, VPU and institutional guidelines. • 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. • Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data. • Mentor less experienced supporting staff, proactively share knowledge and information, promote cooperation within ACS community and suggest ways of enhancing efficiency.
Selection Criteria:
• Minimum of 5 years of relevant experience, with solid knowledge of IFC / WBG operational procedures (or demonstrate strong capability to understand and implement corporate policies and Procedures) • Excellent written communication skills, ability to draft a variety of correspondence and edit materials independently; • Experienced working under pressure, has flexibility to work overtime on short notice. Must demonstrate capacity to multitask and prioritize workload; work with minimal supervision with initiative and resourcefulness to follow through on team priorities and respond to requests for information in a timely manner; • Excellent time management and organizational skills; Ability to demonstrate good judgment, tact and high level of discretion in dealing with confidential and sensitive matters; • Outstanding interpersonal skills and sound judgment to effectively deal with staff at all levels • Full proficiency in English, both written and spoken; • Recognized ability to provide high quality work under pressure; • Flexibility to work overtime during peak periods. • Proficiency and prior experience in the use of MS Office software (including MS Excel, MS Word, MS PowerPoint and Lotus Notes); Shortlisted candidates will be contacted. Qualified applicants please submit an up to date resume and cover letter (not exceeding four pages in total), which clearly states the reasons to make you the best candidate for this position. No phone calls, paper mails or faxes please. All applications will be treated in strictest confidence. Only applicants selected for interview will be contacted.