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Program Assistant - Administration/Office Support
World Bank
Administration/Office Support
Job Expired 6 Mar 2024
Posted 1 month ago
Job Description



Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit

The World Bank Office Manila is seeking to recruit a dynamic, organized and suitably qualified candidate to fill the position of Program Assistant.

Under the supervision of the Operations Manager and the Senior Resource Management (RM) Officer, the Program Assistant will provide efficient and high-quality administrative support to the World Bank office in Manila.  The position will require coordinating with various teams in the country office, external clients and other stakeholders, and working closely with relevant units in Chennai and Washington DC.

Roles and Responsibilities:

Business/Office Support:

• Processes accurately and promptly basic business transactions, including procurement, consultant travel requests and payments, vendor payments, charge backs and other office running expenses.
• Regularly reviews open items and accounts; maintains relevant documents and invoices systematically to support the accounts.
• Monitors receivables and collections.
• Assist in processing asset acquisitions and disposals, periodic physical inventory of fixed assets and office/pantry supplies, and updating inventory records.
• Handles administrative procurement of goods, works and services in accordance with Bank policies and procedures including execution of annual procurement plan, vendor sourcing and performance management.
• Carries out the full range of administrative support such as coordinating and monitoring team's tasks and schedules, preparing minutes of meetings, following-up actions, assisting in documentation preparation.


General Services Support:

• Monitors and coordinates with day-to-day operations of outsourced admin services and address issues as they arise.
• Coordinates with the CMU and travel management company on travel-related action items. 
• Interacts with clients both inside and outside the Bank, e.g. staff, consultants, vendors, government entities, etc. to effect timely payments, responds to queries, shipment, vehicle registrations, and resolve related issues.
• Ensure efficient, smooth and consistent internal admin environment in the office by assisting/ advising staff regarding office's admin policies and procedures. 
• Maintains up-to-date team files (both paper and electronic).
• Assist in preparation of presentation materials and logistical planning of ad-hoc events, e.g. workshops, etc.
• Handles ad-hoc duties as required, e.g. assisting team members during work overflow/overload.

Selection Criteria

• In-depth knowledge of Microsoft Office applications. Ability to use technology or/and systems relevant to functional area, e.g. enterprise-wide business transaction and information system (SAP). Able to coach less experienced staff on relevant technology and systems.
• Ability to research, interpret data, and synthesize information clearly and concisely
Strong interpersonal skills and ability to liaise effectively and professionally with a wide range of clients (internal and external)
• Excellent written and verbal communication skills in English.
• Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed

Minimum Education/Experience:
• Bachelor’s degree in a relevant field (e.g., office administration, etc.)
• At least 5 years of relevant experience, preferably with international development organizations

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.

This position is no longer open.