Program Assistant- Hong Kong, China

Job #:	131069
Title:	Program Assistant
Job Stream:	Administration
Location:	Hong Kong, China
Closing Date:	05/10/2013
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.
Duties and Accountabilities:
- Work with high level of discretion and autonomy in providing wide-ranging executive assistance to the Director. This will include time management and scheduling for the Director, incorporating effective prioritizing and resolving related conflicts and competing demands; coordinating preparation of briefing books and presentations for high-level meetings and conferences, managing Director’s workflow, and travel logistics. - Respond and handle a wide-range of extensive and diverse inquiries, prioritizing and making decisions when multiple courses of action are possible, prepare correspondence on a range of topics for the Director’s office and direct queries appropriate for follow up by senior staff in the department and / or the unit; - Collaborate closely with the Executive Assistants in Asia Pacific to help to the effective support of the Asia Management Group, act as senior ACS resources, provide mentoring to less experienced staff, proactively share knowledge and information, promotes cooperation within ACS network and with team members, suggest ways to enhance efficiency. - Serves as the first point of contact, establish and maintain an effective network of contacts with internal and external clients at all levels within and beyond the unit, IFC and WBG. - 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 such as regional management meetings and client events. - Discreetly handles sensitive and confidential correspondence and information. Provide quality control by monitoring documents for accuracy, ensuring adherence to unit and Bank guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence; - Identify and resolves diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application - Working on office administrative/logistical tasks with other team assistance, and backing them up during their absence; - Coordinate administrative and ad hoc duties assigned by Head of Office and Office Manager in HK to provide smooth operating support for the office.
Selection Criteria:
- Minimum of 5 years of relevant experience and a high school degree in any field - Through Knowledge of IFC policies and procedures, and institutional applications - Excellent writing and communications skills, ability to draft a variety of correspondence and edit materials independently; - Demonstrated ability to take initiative and to be resourceful to follow through on team priorities and respond to requests for information in a timely manner; - Ability to demonstrate good judgment, tact and high level of discretion in dealing with confidential and sensitive matters; - Effective time management and organizational skills; - Analytical ability, practical problem-solving skills and resourcefulness in performing varied tasks in the area(s) of functional specialty; - Full proficiency in English, both written and spoken; - Proven track record 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).
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