International Finance Corporation (IFC), a member of the World Bank Group, promotes sustainable private sector investment in developing countries as a means to reduce poverty and improve people’s lives. IFC’s South Asia Department (CSA) is looking to hire a Program Assistant for its Mumbai operations. The position is based in Mumbai and will report to Ms. Ayaan Adam, Manager, Global Financial Markets – South Asia.
Duties and Accountabilities
– Providing high quality support to the Manager, including scheduling of appointments, monitoring documents for signature/approval; monitoring and follow up of issues and priorities; handling incoming correspondence and internal and external queries; drafting and handling routine correspondence.
– Orienting new staff at all levels regarding Unit’s administrative operations, work guidelines, and Unit culture;
– Planning and managing the Unit’s support services and resources to meet the needs of the work program.
– Undertaking ad hoc and division/department-wide assignments, as assigned by the Manager.
– Exercise quality control over documents by ensuring adherence to institutional guidelines;
– Proof read materials using proper grammar, punctuation, and style;
– Draft and edit correspondence, responding to inquiries related to the teams’ activities;
– Draft minutes of team meetings and ensure their timely clearance and distribution;
– Maintain an efficient electronic filing
– Create, maintain current formal and informal distribution lists;
– Coordinate schedules taking priorities into account, monitor changes and communicate information to appropriate staff inside and outside immediate work units, including officials outside the Bank Group;
– Assist in the preparation and logistical planning of various meetings and events, e.g. conferences, workshops, learning events, make travel arrangements for participants, oversee conference room arrangements and readiness; when applicable, liaise with counterparts in countries for good coordination; prepare necessary materials as needed (badges, briefing books, copies of relevant documentation, etc.)
– Liaise with the SAP Transaction processor regarding consultant contracts;
– Share other administrative responsibilities with other PAs in the Unit and undertake duties that may be assigned by the Manager.
Selection Criteria
– High School diploma and a minimum of 5 years’ relevant experience.
– Supervisory/leadership skills, empower, motivate, mentor, train, and supervise staff effectively in a multi-cultural environment, identify and analyze performance problems, give feedback in a timely manner, and collaborate with other team members.
– Extensive knowledge and understanding of the Bank’s organizational structure , and administrative and operational procedures.
– Ability to process, handle, and communicate matters of a sensitive and confidential nature, and ability to deal effectively and diplomatically with staff, clients, and external contacts at all levels.
– High degree of professionalism, initiative, resourcefulness, independence, reliability, adaptability, motivation, judgment, and flexibility.
– Ability to establish and maintain excellent work relations in a team environment; effective conflict resolution skills.
– Strong verbal and written communications skills.
– Proven skills in delivering work through efficient and effective planning and administration, including demonstrated administrative abilities in planning, organizing, problem-solving, personnel management , analysis and decision making, personal organization and management.
– Ability to handle concurrent activities, prioritize work, and perform well under pressure.
– Proficiency in information technology skills (Microsoft Word, Excel, Internet/Intranet Management, PowerPoint, Lotus Notes, SAP, LARS, TRS).
Only shortlisted candidates will be contacted. No paper mail or faxes please.
Closing Date: Tuesday, 07 February 2012
