Senior Program Assistant – Administration/Office Support
Dhaka, Bangladesh
JOB DETAIL
Description
IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2023, we invested $43 billion in private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity. For more information, visit www.ifc.org.
The IFC is seeking a Senior Program Assistant for the Bangladesh, Bhutan, and Nepal Country Manager Office, based in Dhaka, Bangladesh.
The Senior Program Assistant contributes to the smooth running of the daily operations of the Country Manager’s front office. They are responsible for providing administrative support and coordination and acting as liaisons with external clients, officials, and government contacts. In addition, they will be responsible for taking part in research, record-keeping, and reference work for the front office.
They may also be delegated a role in guiding and advising ACS staff in the country office in addition to taking the lead coordination role within the front office.
Roles and Responsibilities
• Coordinate the Country Manager’s schedule of meetings and appointments to ensure effective time management
• Screen, track, prioritize, and follow-up all incoming emails and documents; prepare responses as requested. Formatting of letters, documents, and PowerPoint slides
• Ensure relevant documents and papers are available for meetings, deadlines are met, and documents requiring signatures are of high quality and adhere to administrative and operational guidelines
• Establish and maintain an effective network of contacts both inside and outside the Front Office to ensure effective liaison in support of office needs.
• Manage administrative and logistical arrangements for various events, such as senior official visits, visiting missions, conferences, workshops, and retreats. Ensure timely submission and review of briefing materials and appropriate follow-up actions
• As the first line of contact with an extensive network of contacts at the most senior level, both internal and external visitors, callers and dignitaries, the Senior Program Assistant will be expected to exercise judgment, tact, and discretion in answering and or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters, making decisions when multiple courses of action are possible.
• Plan, organize, and manage events/workshops on behalf of the CMU on select topics, including developing a topic-specific guest list and invitations to CEOs/Senior management of companies via phone and email.
• Establish and maintain an effective network of contacts both inside and outside the Front Office to ensure effective liaison in support of IFC business operations and office needs.
• Follow-up, on behalf of the Country Manager, on extensive and diverse inquiries, and make appropriate decisions.
• Communicate with relevant Bangladesh Government authorities (e.g., BIDA, Bangladesh Bank, ERD, Ministry of Commerce, Ministry of Finance, Prime Minister’s Office, National Board of Revenue) to support approval processes and maintain liaisons.
• Maintain liaison with organizations such as the World Bank (WB), International Monetary Fund (IMF), Asian Development Bank (ADB), United Nations Development Programme (UNDP), and Foreign, Commonwealth and Development Office (FCDO).
• Initiate and coordinate all aspects of the Country Manager’s travel schedule (i.e., ticket and hotel reservations, visa requests, etc.) including coordinating the travel and protocol needs.
• Draft correspondence and prepare and ensure adherence to administrative guidelines and overall quality of outputs requiring the Country Manager’s signature.
• Possesses a significant degree of rapport with the media (print, digital and television)
• Cooperate and coordinate with other ACS staff in IFC BBN offices to ensure smooth front-office operations and program delivery.
• Initiate and coordinate specific events within the IFC office with colleagues, such as Pohela Boishakh, Year End Party, and the like.
• Additional responsibilities as assigned by the Manager.
Selection Criteria
• Bachelor’s degree with a minimum of 8 years experience or equivalent combination of education and experience
• Excellent interpersonal and communications skills, with the ability to interact diplomatically with clients and staff at all levels, proven ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information
• Proven track record in corresponding with senior Bangladesh government officials and private sector leaders. Tenacity in following through with meeting requests and approval processes
• Excellent organizational, administrative, and time management skills
• Effective in problem-solving and ability to adhere to strict deadlines
• Familiarity with, or willingness to learn, IFC processes and relevant systems
• In-depth knowledge of Microsoft Office applications and proficiency in technology or/and systems relevant to functional area
• Ability to translate relevant correspondence
• Excellent skills in preparing PowerPoint and other visual presentation tools
• Ability to manage time-sensitive assignments
Competencies
Technology and Systems Knowledge
• Exhibits excellent knowledge of Microsoft Office applications (Excel, PowerPoint, Word, etc.) and proficiency in technology and/or systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems
Project and task management
• Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan, and prioritize own work and work of internal clients (e.g., manage manager’s calendar)
Institutional policies processes, and procedures
• Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application
Team Leadership (ACS)
• Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within the team. Able to organize and/or conduct training for team members on procedures, policies, and work activities
Drive for Results
• Takes personal ownership and accountability to meet deadlines, achieve agreed-upon results, and has the personal organization to do so
Teamwork (collaboration) and inclusion
• Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view
Knowledge, Learning, and Communication
• Able to communicate constructively and professionally. Can assist in the preparation of written materials per WB administrative guidelines and best practices. Able to contribute to the unit’s knowledge-sharing
Business Judgement and Analytical Decision-making
• Able to provide general research support effectively and independently. Demonstrates ability to assess situations and make a sound judgment on action needed
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.
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