Program Assistant

• Job #123056
• Job TitleProgram Assistant
• Job FamilyAdministration
• Job TypeAdministrative
• GradeGC
• LocationVientiane, Laos
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]; Laotian [Essential]
• Closing Date30-Jan-2013

Background / General description:
The World Bank is one of the world’s largest sources of funding for the developing world. Its primary focus is on helping the poorest people and the poorest countries. It uses its financial resources, its staff, and extensive experience to help developing countries to reduce poverty, increase economic growth, enhance environmental and social sustainability, and improve their quality of life. The World Bank continues to strengthen its Vientiane Office as part of its ongoing commitment to supporting the development vision of Lao PDR. The World Bank invites applications from qualified individuals for the following locally Recruited Staff positions to join the Lao PDR Country Team in Vientiane. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties and Accountabilities:
PA will provide a wide range of support to the Unit. Her/his duties and responsibilities will include, but not limited to, the following: • Drafts routine correspondence and proofreads materials using proper grammar, punctuation, and style. • Incorporates agreed comments into documents, making full use of shared drives and software capabilities. • Uses word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution • Assists team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and Lao • Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group • Solves non-routine problems • Assists in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc. • In conjunction with and under guidance from staff in a specific discipline, monitor specific activities, (i.e., task, budget, etc.) within teams or clusters • Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team • Maintains up-to-date work unit project and other files (both paper and electronic) • Performs tasks which rely upon systems and processes unique to the World Bank, including SAP • Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and draft a variety of standard project-related correspondence • Attend meetings, drafts minutes and ensures timely clearance and distribution. • Suggests ways to enhance work organization and effectiveness • Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data. • Participate in mission field work as required • Mentor less experienced staff
Selection Criteria:
Minimum Education/Experience at recruitment: • High School Diploma; • Minimum seven 7 years of relevant experience in administrative work preferably with international organizations. • Excellent communication skills and the ability to command both written and spoken of Lao and English language • Computer literate e.g. Word, Excel, PowerPoint, e-mail, and ability to search as well as extract information on the internet. • Successful completion of World Bank English grammar and spelling test, and standard Microsoft Office application tests (MS Word, MS Excel, MS PowerPoint Competencies: • Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. • 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 • 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. • Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives. • Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client. • Drive for Results - Takes personal ownership and accountability to meet deadlines and 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 in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing. • Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to access situation, and make sound judgment on action needed.

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