Senior Program Assistant

Senior Program Assistant

Job #: req27333 Organization: World Bank Sector: Legal Grade: GD Term Duration: 4 years 0 months Recruitment Type: Local Recruitment Location: Washington, DC,United States Required Language(s): English Preferred Language(s): Closing Date: 5/20/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 130 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org.

Background & General Description:

In the context of the World Bank's broad development agenda, the Institutional Administration Practice Group (LEGIA) of the Legal Vice Presidency provides legal advice on a wide range of issues related to corporate administration and procurement services.

The Institutional Affairs Practice Group (LEGIA) provides legal advice and services throughout the World Bank Group, including for the Regional Vice Presidencies, the Human Resources Vice Presidency, the Information and Technology Solution Vice Presidency, the Internal Justice System Vice Presidency, the Global Corporate Solutions Department Vice Presidency, the External and Corporate Relations Vice Presidency, the Ethics and Internal Justice Vice Presidency; the Strategy, Performance, and Administration Vice Presidency, as well as to International Finance Corporation (IFC), Multilateral Investment Guarantee Agency (MIGA) and International Centre for Settlement of Investment Disputes (ICSID) regarding the institutional affairs of these institutions within the responsibility of the World Bank Group General Counsel.

LEGIA is looking to recruit a Senior Program Assistant reporting directly to the Deputy General Counsel.

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. Others will be appointed a Term appointment of 4 years duration.

The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.

Duties and Accountabilities

The Senior Program Assistant is responsible for providing the full range of support to LEGIA, with the highest level of professionalism.

Key responsibilities will include:

• Function with a high level of judgment and independence to provide a wide-range of support to the LEGIA practice group.

• Accountable for the smooth and innovative operation of the office support work and related systems within LEGIA by assuming primary responsibility for organizing and coordinating efficient workflow, incorporating new technology when appropriate.

• Back up other ACS in LEGIA as needed, with respect to tasks required by LEGIA lawyers.

Support for engagement of external law firms:

• At the direction of LEGIA lawyers, invite external law firms to register as World Bank Vendors via the WBGeProcure system.

• Draft Terms of Reference (TOR) for external engagements.

• Create Purchase Orders (POs) in AdminPortal.

• Arrange payments to external firms via Accounts Payable.

• Monitor POs and payments in SAP.

• Monitor expenditures for legal fees for external firms.

• Perform fiscal year-end reconciliation tasks for the POs, including accruals.

Hiring and onboarding of LEGIA staff:

Coordinate with PAC to post job openings and schedule interviews.

Work with People and Culture (PAC) to create consultant contracts, extensions, and closures in AdminPortal.

Arrange IT onboarding of new staff.

Research, Analysis and Cross Legal VPU Support:

• Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and analyze data as needed.

• Coordinates and monitors multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner.

• Utilizes creativity, innovation, and technology systems to align workflow and processes within LEGIA to the Bank's approach to agility.

• Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes, and independently determining the appropriate application.

General Support:

• Schedule regular unit meetings and ad hoc meetings as the need arises.

• Support unit leave (LARS) and timekeeping (TRS).

• Scan and file original documents with the Legal Resource Center.

• Support LEGIA SharePoint filing.

• Providing travel support and coordination.

• Coordination and tracking of team assignments.

• Perform ad hoc assignments as requested by the Deputy General Counsel or designated Lead/Senior Counsel.

Selection Criteria

• Minimum requirement Bachelor's degree preferred with 5 years of experience.

• Proven track record in managing confidentiality. Strong personal ethics and sound judgment.

• Strong written and verbal communication skills with the ability to adapt written communication into visual presentations

• Attention to detail.

• Technology and systems knowledge

• Exhibit excellent knowledge of Microsoft Office applications and proficiency of technology or/and Ability to learn systems relevant to functional area, including AdminPortal, WBGeProcure, eServices and SAP.

• Institutional policies, processes, and procedures

• Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.

• Versatility and adaptability

• Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology. Is able proactively identify, prevent and/or solve problems.

• Considers own behavior in context of WBG's values and mission and recognizes impact on others

• Takes ownership for organization of knowledge-sharing and learning activities

Values, Leadership and Managerial Competencies

• Demonstrated commitment to the World Bank Core Values for WBG and a proven track record of fostering a strong and healthy culture of diversity, inclusion, teamwork, honesty, trust, openness, integrity, and accountability.

• Demonstrated ability to be sensitive to issues around race, gender, ethnicity, inclusion, and intersectionality.

For information about WBG Core Competencies, please visit: https://bit.ly/2kbIA7O.

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.