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E T Temporary - Program Assistant - Administration/Office Support
World Bank
Administration/Office Support
Temporary
Job Expired 7 May 2024
Expired
Posted 1 month ago
Job Description

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank consists of two entities – the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). It is a global development cooperative owned by 189 member countries. As the largest development bank in the world, the World Bank provides loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries, and coordinates responses to regional and global challenges. Visit www.worldbank.org.

Promoting good governance and tackling corruption are critical to achieving sustainable development and poverty reduction. Diversion of funds from development projects through corruption impairs the ability of governments, donors, and the World Bank (the Bank) to achieve the goals of reducing poverty, attracting investment, and encouraging good governance. One way that the Bank combats corruption is through the use of administrative sanctions against firms or individuals that have engaged in fraud, corruption, coercion, collusion, or obstruction (Sanctionable Misconduct) in connection with Bank financed projects. The Bank’s administrative sanctions regime is designed to protect the funds entrusted to the Bank while offering the firms and individuals involved an opportunity to respond to the allegations against them. As the first tier of the Bank’s two-tier sanctions process, the Office of Suspension and Debarment (OSD), a small independent unit of less than ten staff, plays a critical role in ensuring the efficient, effective, and fair disposition of the Bank’s sanctions cases.

Allegations that a firm or individual has engaged in Sanctionable Misconduct in connection with a Bank financed project are investigated by the Integrity Vice Presidency (INT). If INT believes there is sufficient evidence to substantiate the allegations, the case is referred to OSD for review by the Chief Suspension and Debarment Officer (SDO). The SDO reviews the evidence submitted by INT and determines if the evidence supports a finding that the alleged Sanctionable Misconduct has occurred. If so, the SDO issues a Notice of Sanctions Proceedings to the firm or individual alleged to have engaged in the Sanctionable Misconduct. This Notice includes the allegations, the evidence, and a recommended sanction, usually involving a period of debarment. The SDO also determines whether the firm or individual will be temporarily suspended from eligibility for new Bank-financed contracts pending the final outcome of the sanctions process.

The firm or individual can choose not to contest the allegations or the recommended sanction, in which case the recommended sanction is imposed. If the firm or individual does contest the allegations or the recommended sanction, the case is referred to the World Bank Group Sanctions Board – the second tier of the Bank’s two-tier sanctions process. The Sanctions Board considers the allegations in the Notice, along with any response from the firm or individual, before making a final decision. Since 2001, the Bank has publicly sanctioned more than 900 firms and individuals.

ASSISTANCE RENDERED:
Working under the direction of and reporting to the SDO and other OSD attorneys, the duties and accountabilities of the Program Assistant will include, but will not be limited to, the following:

i. General Support:
1. Provide administrative support to the SDO and any other attorneys in OSD;
2. Manage a comprehensive schedule for the SDO;
3. Assist the SDO in preparing, monitoring, and updating OSD’s budget, including forecasting projected non-base budget expenditures; April 2024
4. Assist in hiring process and onboarding of interns, consultants, and/or staff members;
5. Analyze data and documents to compile statistics, graphs and results to be used for the preparation of customized reports to senior managers and other stakeholders; and
6. Handle other ad hoc projects or research work relating to the work of OSD, as assigned by the manager;
7. Maintain and manage ordering and organization of OSD office supplies and file rooms.

ii. Event Planning:
1. Spearhead all logistical aspects of the planning and oversight of OSD-sponsored conferences and other events;
2. Communicate and liaise with the other Bank units to coordinate the logistical arrangements for any events organized by OSD;
3. Liaise with external parties (such as observer organizations, civil society organizations, press/media, private sector, academia, and vendors) on their queries and arrangements;
4. Handle travelling logistics for both OSD staff and speakers and attendees for OSD events;
5. Assist with event promotion both inside and outside the Bank;
6. Maintain databases for event participants and identify, formulate, and review relevant reports required for pre-registration, on-site registration, and recording and statistical purposes; and
7. Maintain and update internal protocols for event planning and coordination.

iii. Document and Case Management:
1. Whenever necessary and under the supervision of the SDO and other attorneys in OSD, assist the OSD Legal Assistant with, and in her absence, manage all logistical tasks for issuing cases to respondent firms and individuals (i.e., request copies of cases for each respondent, check all photocopies of cases for consistency, prepare Notices for shipping, check addresses, create labels, request courier service, monitor shipping to ensure delivery, etc.);
2. Post temporary suspensions, debarments, and SDO determinations on the Bank’s website;
3. Assist with the maintenance of OSD’s (i) case management system; and (ii) document management system, both of which are specifically tailored to protect documents of a confidential nature;
4. File all necessary documents, accurately and timely, and with due regard to their confidential nature; and
5. Coordinate filing and tracking of all incoming and outgoing correspondence.
6. As needed, assist in the peer review process for SDO determinations and other case related materials

iv. Communications and Website Management:
1. Whenever necessary, draft standard correspondence and manage communications between the SDO and respondents, as well as other parties;
2. Coordinate with communications officers inside the Bank on behalf of OSD in the production and dissemination of OSD’s deliverables, such as public reports, press releases, and workshop plans; April 2024
3. Coordinate the design and maintenance of OSD’s internal and external web pages, the Bank’s public debarment list, and other sources of knowledge management (e.g., OSD sponsored events); and
4. Assist OSD staff in drafting PowerPoint presentations, talking points, communication materials, and meeting minutes, as needed.

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Selection Criteria

• BA/BS Degree with relevant experience or equivalent combination of education and experience.
• Fully proficient computer and relevant software skills, particularly in MS Excel, Word, and PowerPoint, and in using information databases, internet/intranet services, and library sources, and the ability to help organize data and information retrieval systems.
• Well-rounded experience and knowledge in event management, conference management, and/or event communications.
• Proven ability to manage vendors.
• Good knowledge of web design and maintenance software applications.
• Proven ability to consistently deliver timely and high-quality work while handling multiple concurrent assignments.
• Well-developed document drafting and editing skills.
• Excellent verbal and written communication skills in English.
• Demonstrated experience in organizing complex and/or confidential documentation.
• Ability to work independently when directed, and capacity to assume higher levels of responsibility over time.
• Excellent interpersonal skills, including a proven ability to deal sensitively in multicultural environments and build effective working relationships with clients and colleagues.
• Adaptability, flexibility, and an innovative mindset are key qualities needed to handle multiple tasks and projects simultaneously.
• Established reputation for integrity, sound judgment, fairness, and discretion in dealing internally and externally.
• Familiarity with the Bank’s sanctions system and policy framework is a plus.
• Fluency in multiple languages is a plus.

Competencies:
• Lead and Innovate: Applies critical thinking to current approaches, identifies areas for improvement, and tries new solutions that drive results. Considers own behavior in context of WBG's values and mission and recognizes impact one has on others. Operates in ambiguity and changing needs and supports others to do the same.
• Deliver Results for Clients: Sets challenging goals that align with the WBG mission and seeks continuously for further improvements. Understands clients' most pressing challenges and contributes to solutions. Takes personal responsibility for producing high-quality work; identifying and informing of risks; and delivering results for clients.
• Collaborate within Teams and Across Boundaries: Keeps others fully informed to ensure integration and consistent work output. Displays a sense of mutuality and respect. Approaches conflicts as common problems to be solved. Seeks and listens to others’ input to inform own decision-making and openly shares information. Frames thinking/actions with a WBG corporate perspective in mind.
• Create, Apply, and Share Knowledge: Contributes to the departments and WBG's body of knowledge by applying lessons learned and expertise. Actively invests in own knowledge and seeks feedback. Builds personal and professional networks within and beyond the work group.
• Make Smart Decisions: Seeks and analyzes facts, data, and lessons learned to support sound, logical decisions regarding own and others' work. Applies cost-benefit analysis to meet work program objectives. Contributes to decision-making by providing relevant risk-analysis. Shows initiative when necessary and makes decisions in a timely manner within own area of responsibility.

General Provisions:
• OSD personnel must sign and remain bound by the terms of the standard OSD confidentiality agreement.
• OSD personnel must follow appropriate OSD protocols when handling all documents relating to sanctions proceedings.
• OSD personnel are not authorized to provide legal advice to the Bank, but rather shall refer legal issues (including, but not limited to, any legal issues that involve the Bank’s legal status, possible litigation, or potential issues related to the Bank’s privileges and immunities) to the Legal Vice Presidency

World Bank Group Core Competencies

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.

Note: The selected candidate will be offered a one-year appointment, renewable at the discretion of the World Bank Group, and subject to a lifetime maximum ET appointment of three years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their third-year ET appointment are not eligible for future ET appointments.

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