Program Assistant

Program Assistant

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.  For more information, please visit www.worldbank.org.

Infrastructure Vertical

The WBG Infrastructure Vertical provides public and private solutions to operational teams and clients across the WBG to produce scalable impact. Its mandate is to deliver knowledge for impact to support the WBG to achieve its goals in support of our mission and specifically: providing guidance on creating more and better jobs by: (i) supporting foundational infrastructure and human capital, (ii) policy environment, and (iii) enabling and mobilizing private sector capital. With 60 years of experience, the WBG is poised to support the sector becoming an engine of growth and jobs through improving policies and governance, foundational infrastructure and private sector investments. The WBG lending in the sector is expected to grow substantially. The Infrastructure VPU’s objectives in driving outcomes include replicating and scaling effective solutions, enhancing thought leadership and innovation, and delivering timely knowledge to client teams. For more information:

https://www.worldbank.org/en/topic/infrastructure

Global unit for Disaster and Climate Risk Management / The Disaster Management, Solutions & Impact Unit (KIUSD)

KIUSD supports low and middle-income countries to understand, manage, and reduce their risks from natural hazards and climate change. Within KIUSD, the Global Facility for Disaster Reduction and Recovery (GFDRR) umbrella trust fund is a global partnership that helps low- and middle-income countries better understand and reduce their vulnerability to natural hazards and climate change. GFDRR supports analytics and technical assistance to governments in the most vulnerable countries and communities where it will have the greatest positive impact. As a donor-funded program, GFDRR consults regularly with donors and actively strives to maintain and develop new partnerships for increased impact. For more information: https://www.gfdrr.org/en

KIUSD - Global Facility for Disaster Reduction and Recovery (GFDRR)

The Global Facility for Disaster Reduction and Recovery (GFDRR) plays a key role in ensuring appropriate collaboration and cooperation with countries facing a multitude of crises. The GFDRR (established in 2006) is a multi-donor partnership and grant-making financing mechanism. The Facility contributes to the implementation of the Sendai Framework for Disaster Risk Reduction by supporting on-the-ground technical assistance to help developing countries integrate Disaster Risk Management and climate change adaptation into development strategies, policies and investment programs, including post-disaster recovery and reconstruction.

The GFDRR Secretariat is hosted within the Global Unit at the World Bank in Washington D.C. with satellite offices in Brussels and Tokyo. The Secretariat is responsible for resource mobilization, awarding and managing grants, reporting on results, and carrying out outreach and partnership development. It also acts as the support hub for a decentralized network of Disaster Risk Management experts within the World Bank and supports several global platforms for knowledge-sharing and capacity building.

GFDRR - Tokyo Disaster Risk Management Hub

The Japan-World Bank Program has contributed to close to 80% of the low- and middle-income countries supported by the World Bank in institutionalizing disaster risk reduction as a national priority. Most Program activities address multiple hazards, such as floods, earthquakes, and landslides. It leverages Japan’s global leadership in DRM issues, building on knowledge and experience gained from a long history of dealing with natural hazards.

As a vital component of GFDRR, the World Bank Tokyo DRM Hub mobilizes global expertise to help address resilience challenges in developing countries. The Tokyo DRM Hub is responsible for the day-to-day management of the Program and acts as the Program’s facilitator of DRM expertise, knowledge, and technology solutions to help developing countries build resilience to climate and disaster risk. 

Please note this position is financed by a Trust Fund and renewal is contingent upon availability of funding, in addition to other factors, including but not limited to business needs, staff performance and skills fit.

Job Duties and Responsibilities:

The ACS will be reporting to the GFDRR Practice Manager on the overall duties and accountabilities. Based in Tokyo, he/she will work closely with the Program Manager and team in Tokyo. Duties include the following, but not limited to:

• Provide administrative support to the Practice Manager and the Tokyo DRM Hub team in Tokyo.
• Coordinate meetings and follow up on agreed actions, deadlines, and priorities.
• Organize and support logistical preparations for knowledge exchanges, conferences, meetings, workshops, including venue arrangements, coordination of catering, and preparation of material.
• Manage budgets for projects.
• Process travel arrangements and SOE submissions.
• Process services and goods contracts and payments.
• Draft letters, emails etc., conforming to the Bank and Practice Group standards as well as finalizing (proofreading and formatting) documents as required.
• Support the Tokyo DRM Hub and TTLs in hiring STCs/STTs, Contractors, and Individual Contractors (IC) and contract management of these consultants.
• Support updating and monitoring of various Databases managed by Tokyo DRM Hub.
• Engage in the security of the Tokyo office including crisis management and DRM management.
• Assist with records keeping in OneDrive.
• Assist with asset management. Respond to diverse inquiries through emails and make decisions when multiple courses of action are possible.
• Assume a back-up role for other ACS staff at the Tokyo office during absences or peak periods.
• Perform other ad-hoc duties and support other staff as assigned by the Practice Manager, Tokyo based team lead, TTLs, and others in the Unit. Support Tokyo CER office and other Tokyo based World Bank Group units as necessary.
• Report to the team leader in Tokyo on a day-to-day basis

Selection Criteria

• A bachelor's degree with a minimum of 2-3 years of relevant office administration experience, preferably with a multinational or international development organization.
• Excellent organizational and administrative skills, demonstrated ability to organize, prioritize, schedule, plan and coordinate work and other activities internally and externally.
• Solid experience and knowledge of the World Bank Group’s organizational structure, administrative processes, policies and procedures.
• Proven track record in managing confidentiality. Strong personal ethics and sound judgement.
• Reliability, resourcefulness and flexibility.
• Strong attention to detail and to maintaining high quality standards.
• Proven ability to create and work in a team-oriented, multi-cultural environment, to perform effectively in a constantly changing environment with competing activities and demands, and to effectively serve as a team member.
• Effective analytical, research and problem-solving skills and the ability to work independently and make judgments and decisions with minimal supervision.
• A good understanding of the disaster risk management industry in Japan, with experience working with Tokyo DRM Hub’s counterparts.
• Fluency and strong communication skills in English and Japanese, (oral, reading and writing) including ability to draft, proofread and edit correspondences.
  
  Required Competencies
• Experience working for International Development agencies and communicating (oral and written) in English at proficient business level.
• Experience organizing week long trainings involving developing country participants
• Technology and systems knowledge - excellent knowledge and skills of Microsoft Office applications
• Track record of developing and maintaining databases pertaining to trust fund management and operations.
• Experience writing proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management - ability 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.
• 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.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

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.