WORLD BANK:PROGRAM ASSISTANT

JOB # 091741
JOB TITLE PROGRAM ASSISTANT
JOB FAMILY OTHER
LOCATION DHAKA, BANGLADESH
APPOINTMENT LOCAL HIRE
JOB POSTED 29-SEP-2009
CLOSING DATE 14-OCT-2009
LANGUAGE REQUIREMENTS BANGLA [ESSENTIAL]; ENGLISH [ESSENTIAL]
APPOINTMENT TYPE SEE JOB DESCRIPTION BELOW


BACKGROUND / GENERAL DESCRIPTION
THIS IS A COUNTRY OFFICE POSITION IN BANGLADESH SUBJECT TO LOCAL RECRUITMENT UNDER THE BANGLADESH COMPENSATION PLAN. THE WORLD BANK OFFERS A LOCALLY COMPETITIVE PACKAGE AND IS COMMITTED TO ATTRACT AND MAINTAIN A DIVERSE, HIGHLY QUALIFIED AND DEDICATED WORKFORCE. EQUALLY QUALIFIED WOMEN AND MEMBERS OF DISADVANTAGED GROUPS ARE ENCOURAGED TO APPLY.

THE WORLD BANK DHAKA OFFICE IS SEEKING APPLICATIONS FROM QUALIFIED CANDIDATES FOR THE POSITION OF A PROGRAM ASSISTANT IN THE COUNTRY MANAGEMENT UNIT (CMU). THE POSITION IS LOCALLY RECRUITED FOR A PERIOD OF ONE YEAR. S/HE WILL BE BASED IN THE DHAKA COUNTRY OFFICE (CO) IN BANGLADESH.

GENERALLY, THE INCUMBENT WILL BE REQUIRED TO WORK WITH HIGH LEVEL OF DISCRETION IN PROVIDING WIDE-RANGE OF EXECUTIVE, OFFICE AND ADMINISTRATIVE SUPPORT IN THREE KEY AREAS OF RESPONSIBILITIES: (I) PROACTIVE COORDINATION OF THE ADMINISTRATIVE WORK WITHIN THE CMU, INCLUDING LIAISE WITH THE SENIOR OFFICIALS BOTH INSIDE AND OUTSIDE THE BANK GROUP; (II) SEAMLESS MANAGEMENT OF THE CMU, IN THE ABSENCE OF THE EXECUTIVE ASSISTANT (EA) TO THE COUNTRY DIRECTOR (CD); AND (III) SUPPORT TO THE OPERATIONS ADVISER'S (OA) OFFICE AS AND WHEN REQUIRED.

UNDER THE STRUCTURE OF THE ACS CLUSTER, THE INCUMBENT WILL REPORT JOINTLY TO THE OA AND THE SENIOR EXECUTIVE ASSISTANT. HER/HIS PERFORMANCE WILL BE ASSESSED BY THE OPERATIONS ADVISER.

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 1 YEAR RENEWABLE TERM APPOINTMENT.



DUTIES AND ACCOUNTABILITIES
HER/HIS SPECIFIC DUTIES AND RESPONSIBILITIES WILL INCLUDE THE FOLLOWING. S/HE:

• MANAGES THE FLOW OF THE EMAIL OF CMU, WHICH REQUIRES MONITORING, COORDINATING, ACTION TAKING, ETC. THIS INCLUDES PRIORITIZING IMPORTANT EMAILS BY READING, PRINTING, AND MAKING DIFFERENT FOLDERS, COORDINATING COMMENTS, TAKING ACTION ON GENERAL EMAILS LIKE FORWARDING TO RELATIVE PERSONS FOR ACTION/ ATTENTION, ANSWERING TO ROUTINE QUERIES, MONITORING AND FOLLOW-UP. THIS INCLUDES ALSO HER/HIS ACTIVE PARTICIPATION IN THE CMU’S QUALITY CONTROL WORK SUCH AS THE REVIEWS OF FORMAT AND INSTITUTIONAL COMPLIANCE OF LETTERS SUBMITTED TO CMU FOR SIGNATURE, PROVISION OF NECESSARY GUIDANCE TO STAFF ON OFFICIAL FORMATTING AND STANDARD PROTOCOL AND ASSISTANCE IN THE MONITORING OF CORRESPONDENCE. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• IN ABSENCE OF THE SENIOR EXECUTIVE ASSISTANT, UNDERTAKES REPRESENTATIONAL DUTIES FOR CMU, SERVES AS THE FIRST POINT OF CONTACT OF CMU AND LIAISES WITH AN EXTENSIVE NETWORK OF CONTACTS AT THE MOST SENIOR LEVELS, BOTH INTERNALLY AND EXTERNALLY. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• INDEPENDENTLY RESPONDS TO EXTENSIVE AND DIVERSE INQUIRIES, AND MAKES DECISIONS WHEN MULTIPLE COURSES OF ACTION ARE REQUIRED. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• COORDINATES AND MONITORS MULTIPLE AND DIVERSE WORK PROCESSES AND ACTIVITIES TO ENSURE MANAGEMENT DECISIONS AND DIRECTIVES ARE PROPERLY CARRIED OUT AND TIMELY DELIVERY OF PRODUCTS ARE MADE. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• ROUTINELY DRAFTS/FINALIZES CORRESPONDENCE ON A RANGE OF TOPICS; AND PROOFREAD DOCUMENTS/MATERIALS RECEIVED FOR THE SIGNATURE OF THE CD. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• ARRANGES THE DISTRIBUTION OF DOCUMENTS FROM CMU TO RELEVANT WORK UNITS, MANAGERS AND STAFF. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• MAINTAINS AND COORDINATES THE CMU APPOINTMENTS/ SCHEDULES. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• DRAFTS MINUTES OF MEETINGS, IF AND WHEN REQUIRED. S/HE PROVIDES THE SAME BACK-UP SUPPORT TO THE OA.

• PERFORMS ANY SPECIFIC TASK AND UNDERTAKES AD HOC ASSIGNMENTS ON INSTRUCTION OF THE CD AND THE OA.

• PROVIDES FULL SUPPORT TO CMU DURING VISITS OF SENIOR OFFICIALS LIKE VP, MD AND OTHER CMU MISSIONS.

EFFECTIVELY PROVIDES GENERAL RESEARCH SUPPORT AND UTILIZES ALL RELEVANT COMPUTER SOFTWARE TO RETRIEVE, MAINTAIN AND MANIPULATE DATA AS NEEDED.


SELECTION CRITERIA
GENERAL QUALIFICATION & EXPERIENCE:

• MINIMUM OF HIGH SCHOOL DEGREE REQUIRED, BA PREFERRED.

• 5-7 YEARS OF RESPONSIBLE, RELEVANT OFFICE SUPPORT EXPERIENCE.

• OUTSTANDING ENGLISH LANGUAGE SKILL (WRITTEN AND SPOKEN), INCLUDING VERY GOOD BANGLA SKILLS.

• EXCELLENT KNOWLEDGE OF ESSENTIAL ELEMENTS OF MS WINDOWS, ELECTRONIC MAILS, EXCEL, POWERPOINT, ETC.



PROFESSIONAL SKILLS & COMPETENCIES:

• SELF CONFIDENT AND WELL RECOGNIZED FOR THE ABILITY TO ASSUME LEADERSHIP ROLE.

• HIGH DEGREE OF JUDGMENT AND TACT IN HANDLING THE MOST SENSITIVE, DIVERSE AND CONFIDENTIAL DOCUMENTS.

• ABILITY TO WORK IN A TEAM-ORIENTED ENVIRONMENT IS ESSENTIAL. WILLINGNESS TO EXTEND SELF TO ACTIVELY CONTRIBUTE TO TEAM'S OBJECTIVES. POSITIVE ATTITUDE, HIGH DEGREE OF INITIATIVE AND RELIABILITY ARE REQUIRED.

• OUTSTANDING INTERPERSONAL AND COMMUNICATION SKILLS.

• ABILITY TO DEAL WITH VERY HIGH LEVEL OF PEOPLE ON PHONE AND IN PERSON.

• OUTSTANDING DEMONSTRATED SKILLS IN ORGANIZING, PRIORITIZING, SCHEDULING, PLANNING AND COORDINATING WORK AND OTHER ACTIVITIES; ABILITY TO WORK UNDER PRESSURE.

• DEMONSTRATED ABILITY TO RESPOND TO DIVERSE AND MULTIPLE QUERIES AND SITUATIONS.

• DEMONSTRATED ABILITY TO CONCEIVE AND IMPLEMENT NEW APPROACHES TO IMPROVING WORK ORGANIZATION AND EFFICIENCY.

• WILLINGNESS TO LEARN AND SEEK ASSISTANCE FROM SENIOR COLLEAGUES.

• WILLINGNESS TO WORK OVERTIME WITH A SHORT NOTICE AS WELL AS BEING FLEXIBLE WITH WORKING HOURS, AS THE NEED ARISES.

• ABILITY TO MAINTAIN FILING SYSTEMS AND RECORD DATA/INFORMATION.

• ABILITY TO RETRIEVE REFERENCE MATERIALS FROM VARIOUS SOURCES (E.G. FILE STATIONS, LIBRARY, INTERNET).

• EXTENSIVE KNOWLEDGE AND UNDERSTANDING OF BANK GROUP ORGANIZATIONAL STRUCTURE, POLICIES, AND OPERATIONAL PROCEDURES.

• THOROUGH KNOWLEDGE OF THE UNIT'S BUSINESS PROCESSES AND PROCEDURES.

• SUBSTANTIVE AND EFFECTIVE USE OF LANGUAGE SKILLS, IN PROOFREADING, EDITING, TRANSLATION AND QUALITY ENHANCEMENT OF DOCUMENTS.

ONLY SHORT-LISTED CANDIDATES WILL BE CONTACTED; THESE CANDIDATES WILL BE REQUIRED TO PASS THE BANK'S ENTRY TESTS OF ENGLISH GRAMMAR, MS WORD, MS EXCEL AND TYPING SPEED IN ORDER TO QUALIFY FOR THE INTERVIEW.


CLICK HERE TO APPLY