Program Assistant
| Job #: | 140951 |
| Title: | Program Assistant |
| Job Stream: | Administration |
| Location: | Thimphu, Bhutan |
| Closing Date: | 09/23/2014 |
| Background / General description: | |
| The International Finance Corporation (IFC), the private sector arm of the World Bank Group, fosters sustainable economic growth in developing countries by financing private sector investment, mobilizing private capital in local and international financial markets, and providing advisory services to business and governments. The IFC office in Thimphu, Bhutan is looking to add an Administrative and Client Service (ACS) staff to its Bhutan based team to provide a full range of general and specialized administrative support. This role will primarily include providing all local administrative support to the join World Bank and IFC Country Office (CO) located in Thimphu, Bhutan. 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 term appointment. | |
| Duties and Accountabilities: | |
| The Program Assistant will report IFC Country Coordinator (CC) and will be responsible for a full range of administrative and operational support, highlighted below: - Providing high quality support to the CO, including managing the time of the time of the CC and RR by scheduling of appointments, monitoring documents for signature/approval; filing; monitoring and follow up of issues and priorities; handling incoming correspondence and internal and external queries; drafting and handling routine correspondence. - Managing high quality correspondence, including appropriate filing, documentation and following up with team members on pending issues. Takes care of agreements and other important papers. - Planning and managing the CO’s support services to meet the needs of the various work programs and projects. - Leading the administrative functions including work flow management and quality control. - Managing and organizing high level meetings, ensuring all guidelines are met - Orienting new staff at all levels regarding Unit's administrative operations, work guidelines, and Unit culture. Serve as liaison with regional onboarding program staff. - Assisting in travel-related activities, SAP, GSD travel clearance, travel related bookings for the RR and CC. - Provide or coordinate all accounting transactions, including payroll, operating expenses, procurement, travel, consultant payments, vendor payments, charge backs and other office running expenses. Processes transactions in the Asset Management module for office and residence inventories. Reviews invoices and bills from vendors and prepares payments, as well as registering new vendors as needed. Interacts with clients both inside and outside WBG, e.g., staff, consultants, vendors, etc., to effect timely payments and resolve accounting related issues. Coordinates within the WBG as required. Reviews documentation for travel SOEs and process payments as necessary. Advises WB RR / IFC CC as soon as something out of place or unusual is observed. - Maintains accounts and reconciles them at any given point in time, regularly review the open item accounts and resolves any outstanding items; keep relevant documents and invoices systematically to fully support the accounts. Coordinates with a regional office to perform bank account reconciliation and review cash flow and replenishment needs. Performs petty cash reconciliation. Resolve issues noted in accounting scorecard and other quality assurance reports issued by Accounting Department. Reviews general ledger accounts regularly to ensure accurate posting. Monitors operating expenses and highlights potential issues. In close coordination with a regional office to follow up on audit and COSO recommendations which relate to the accounting function. Generates a variety of standard and customized financial/accounting reports. Assists in preparing annual office budgets / inventories / requisitions. Is accountable for the proper operations, use, maintenance and care of the safe and financial instruments including cash. - Provides references to WBG financial policies and procedures in administrative expense related subject areas. Maintains consistency in the application of accounting rules and procedures, including safeguarding of cash and checks. Ensures compliance with institutional and regional policies and guidelines. Periodically reviews exception reports and takes remedial actions (such as missing time, SOE exceptions, above average consultant and vendor expenses, overtime, open purchase orders and commitments, etc.). Handles filing of administrative records; keeps relevant documents and invoices systematically to fully support the bank accounts. - Facilities management: Supports the office in office construction work, identifying office needs, monitoring project budget and schedule, managing lease arrangements, identifying requirements for and handling local procurement of goods and services, tracing delivery and installation. Reviews and ensures adequate supplies of basic goods (cartridges, paper, pens, pads, refreshments etc), maintains IT and other spares as needed. Ensures printers / scanners / equipment are in good condition. Maintains and updates records and reports on status of inventory and physical assets. In all this works closely with GSD and maintains high standards. - Security and Safety Focal Point: Serves as Security focal point for CO staff and HQ staff on local security situation updates. Prepares and updates evacuation plans. Prepares and updates approach to sick staff. Assists missions and staff in case of any emergency and promptly reports such matters to management. - Human Relations Focal Point: May provide information and assistance on benefits policies and related issues (e.g., Extended Overseas Assignment benefits, Short-term Assignment benefits, financial assistance loans, staff retirement plan, dependency allowance, overtime pay). Oversees logistical support to expatriate staff as they relocate. Serves as Medical Benefit Plan (MBP) Coordinator for the WBG office - VC and Meeting Coordination: Handles all meeting logistics - including, but not limited to, booking of meeting rooms; requesting video and conference calls; photocopying and assembling of meeting documents including meeting folders; ensuring readiness of meeting rooms. For VC / meetings, this may mean waiting for all meetings to end before closing up the office. Also means coordinating with VC specialists in Delhi and other Offices to ensure quality. Also prepares various official events, e.g. dinners with clients (preparation of invitee list and invitations, venue coordination, seating arrangement etc.) - Office Support: Answers phones and forwards as needed. Reviews document formatting. Scans, photocopies, faxes and files documents as required. Manages pouching of CMU documents to HQ (original Bhutan documents). Receives and handovers office mail / pouches to WBG addressee. Maintains client database - up date address lists of donors and government officials. Maintains files of official correspondence and a “to do” log of correspondence to/from IFC / Bank. Coordinates transportation and meetings for the Representative and Country Coordinator, and IFC / Bank managers. Distributes letters and aide-memoires to appropriate agencies. - Mission Announcements/Agenda: Coordinates with Government officials to ensure meetings are arranged on schedule and with proper protocol. Oversees country office support to visiting missions, including the sending of mission announcements to government, reviewing formats, following up on clearance letters, overseeing the creation of mission schedules, and ensuring that office provides necessary IT, transport, and other assistance to visiting missions. - Travel Logistics: Coordinates with transportation vendors to ensure office transportation needs are met for visiting missions. Assists with travel-related activities including booking and revising flights and hotels as needed. Assists with obtaining visas for visiting missions. Maintains a database of visiting missions and their contact information so that in the case of emergency, the visiting missions can be contacted immediately. Provides cell phones as needed to visiting missions. - Internal: General - Staff within the Bhutan Country Office, Resource Management staff, Administrator, HR Officer and IT staff in WBG regional offices. Bank side - Country Director based in Dhaka, the Country Management Unit based in Washington, D.C., the Office of the CAO in Washington DC; IFC side - Regional Financial Controller based in Delhi and support staff based in Dhaka. - External: Government officials, Consultants, Vendors | |
| Selection Criteria: | |
| - High school diploma with 7 years of experience or equivalent combination of education and experience (Bachelors degree preferred) with strong knowledge of local customs, rules and system preferred. - Advanced working skills in multiple computer software applications (e.g. inter-related word processing, spreadsheets, electronic mail, database and presentation applications). -Ability to process, handle, and communicate matters of a sensitive and confidential nature, and ability to deal effectively and diplomatically with staff, clients, and external contacts at all levels. Knowledge and proficiency in the use of relevant computer software (Excel, Word, PowerPoint, SAP). - Excellent administrative, office support skills with attention to detail and ability to prioritize and deliver assignments in a timely manner and pro-activity linked to the above. - Ability to multitask in a fast paced environment and to work with limited supervision to develop practical approaches. - Positive attitude, accountability and resourcefulness. - Excellent Communication and English language skills (verbal and written) and good working knowledge of Dzongkha desired. - Prior knowledge of IFC / WBG systems and procedures an added advantage. - Supervisory/leadership skills, including the ability to recruit, empower, motivate, mentor, train, and supervise staff effectively in a multi-cultural environment, identify and analyze performance problems, give feedback in a timely manner, and collaborate with other team members - Ability to build a solid network of contacts with counterparts in government ministries, clients, leading corporate, banks and financial institutions - High degree of professionalism, initiative, resourcefulness, independence, reliability, adaptability, motivation, judgment, and flexibility. - Ability to establish and maintain excellent work relations in a team environment; effective conflict resolution skills. - Strong verbal and written communications skills. - Proven skills in delivering work through efficient and effective planning and administration, including demonstrated administrative abilities in planning, organizing, problem-solving, personnel management, analysis and decision making, personal organization and management. - Ability to handle concurrent activities, prioritize work, and perform well under pressure. This appointment is for an initial 3-year period. World Bank Group staff on regular or open-ended appointments will also be considered, and if selected, the staff will transfer at their current appointment status and grade. Only online applications are accepted. Only short-listed candidates will be contacted for interviews. | |
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