Program Assistant

Job Description

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• Job #130056
• Job TitleProgram Assistant
• Job FamilyGeneral Services
• Job TypeAdministrative
• GradeGC
• LocationWashington, DC
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]
• Closing Date24-Jan-2013

Background / General description:
The Corporate Procurement Unit in the General Services Department (GSDPR) is responsible for the acquisition of goods and services to support the World Bank Group’s offices world wide. GSDPR is headed by the Lead Procurement Specialist. The Corporate Procurement Unit has eight Teams (Professional Services, Facilities Renovation & Construction, OPS Consulting & Advisory Services, Technology Systems, Purchasing Services, Country Offices, Systems/QA & PCard Program and the Business Center). This position reports to the Team Leader, Business Center Team who in turn reports to the Lead Procurement Specialist, GSDPR.
Duties and Accountabilities:
GSDPR is seeking a highly motivated Program Assistant who is creative, forward-looking and a self-starter. He/she needs to be dynamic and resourceful and should have excellent organizational skills and a strong attention to detail. The Program Assistant will have the responsibility for the quality, timeliness and completeness of all procurement documents using a variety of software programs including Word, Excel and PowerPoint. The responsibility includes but is not limited to the following:  Provide primary assistance in the implementation of the procurement teams’ work programs. This includes editing, formatting and distribution of complex procurement documents.  Create Excel spreadsheets required to perform financial evaluation of vendor proposals and related information (e.g. price comparison tables and graphs).  Create PowerPoint presentations to support work of teams or in conjunction with training.  Create solicitation packages for distribution to vendors and serve as back up for associated advertising for the World Wide Web.  Prepare marketing materials for presentation/distribution to clients  Organize and manage procurement files both manually and electronically to ensure consistency of practice.  Under the direction of the Team Leader, update and maintain all procurement templates and forms.  Coordinate and schedule meetings.  When required, attend meetings, draft Minutes and ensure timely clearance and distribution (e.g., pre-proposal conferences, Procurement Review Committee meetings and Staff Meetings).  Draft standard communication.  Provide back-up to other members of the Business Center as needed.  Other duties as assigned.
Selection Criteria:
 Minimum of 5 years of experience in administration and document management.  Excellent technical and presentation skills. Thorough knowledge and use of all relevant computer software, including functions of Bank standard software packages and databases (MS Office, Word, Excel, PowerPoint), Lotus Notes, SAP, WBDocs, eServices, intranet, etc.  Excellent command of the English language with strong written skills.  Knowledge and experience with editing and updating websites preferred. Competencies • Technology Skills - Has the ability and willingness to maintain up to date knowledge and skills as technology and workflow change. • 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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