IFC Program Assistant in Mumbai 194 views

Description

IFC—a sister organization of the World Bank and member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2019, we invested more than $19 billion in private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity. For more information, visit www.ifc.org.

The South Asia Department is recruiting a Program Assistant to be based at it’s Mumbai office.

Role and responsibilities:

Duties include and not limited to:

• Providing high quality support to the Teams, including scheduling of appointments, monitoring documents for signature/approval; filing; monitoring and follow up of issues and priorities; handling incoming correspondence and internal and external queries; drafting and handling routine correspondence.
• Implementing office procedures and guidelines to ensure smooth and efficient business operations.
• 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,
• Updating and Monitoring the Industry Pipeline, ensuring all data on i-desk is accurate and up to date
• Managing and organizing Concept and Internal review meetings, ensuring all guidelines are met
• 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’s formats and distribution.
• 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 (e.g. responds to requests requiring file search)
• Assist the team, as requested, in managing IFC processes related to ASOP, eConsultant, etc. for which training shall be provided
• 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 (i.e. Resource Management, etc) monitor specific activities, (i.e. task budget, etc) within their teams or clusters.
• Tracks assigned task/project, steps/timetables, coordinates with relevant staff and provides assistance and/or information on project-related matters.
• Maintains current distribution lists, phone/address lists of projects and distributes documents for the team.
• Maintains up-to-date work unit project and other files (both paper and electric)
• Provide logistical support to visiting missions / Team / Unit
• Co-ordination of VCs and Tele-conferences
• Hotel and travel reservations, arranging FOREX for the team / unit
• Be well versed with IFC project management and other IT systems such as eConsultant ASOP, Travel Portal, SAP, etc and assist team members in handling issues related to these systems
• Be well versed with project management processed from concept development to post implementation and assist project teams in the project management process as needed
• Work as a back up to other ACS in the office as and when required.
• Any other duties, as required.

Selection Criteria

• Bachelor’s degree preferred or equivalent combination of education and experience.
• Minimum of five years of relevant experience.
• High degree of motivation, initiative, flexibility, reliability and handle concurrent tasks simultaneously.
• Quick learner, proactive and self-starter. He/She should be able to work independently after a bit of mentoring.
• Dedicated team player with excellent organizational skills, ability to prioritize assignments, and willingness to learn about the team’ s work, to be able to take on additional responsibility.
• Ability to adapt to changing business needs and produce high-quality work under pressure.
• Excellent organizational, administrative and time management skills with proven ability to work quickly and efficiently under pressure.
• Ability to handle multiple tasks with critical deadlines under minimum supervision.
• Sound willingness to learn Bank’s procedures, especially, operational procedures and follow-up processes.
• Excellent communication skills in English, both written and verbal.
• Proficiency in the use of the Internet to research and retrieve data and information.
• Mature judgment, ability to produce high quality work under tight deadlines.
• Good team player with excellent interpersonal and communication skills and able to interact tactfully with clients and staff at all levels inside and outside the Bank.
• Willingness to extend him/herself to meet deadlines.
• Thorough knowledge of all relevant computer software: Microsoft Word, Outlook, Excel and PowerPoint.

COMPETENCIES :

• Technology and systems knowledge
  • Exhibits excellent knowledge of Microsoft Office applications and 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
  • 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 (e.g.manage manager’s calendar).
• 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.
• Lead and Innovate
  • Suggests improvements to solve problems.
• Deliver Results for Clients
  • Takes personal responsibility to make things better for the client.
• Collaborate Within Teams and Across Boundaries
  • Initiates collaboration beyond the team.
• Create, Apply and Share Knowledge
  • Proactively and regularly shares knowledge.
• Make Smart Decisions
  • Identifies information needed to support decisions.

Poverty has no borders, neither does excellence. We succeed because of our differences and we continuously search for qualified individuals with diverse backgrounds from around the globe.