Program Assistant - 091176

Basics
Job #: 091176
Title: Program Assistant
Job Stream: Administration
Location: Jakarta, Indonesia
Close Date: 26-Jul-2009

Background / General description:
The International Finance Corporation (IFC) is the private sector arm of the World Bank Group. IFC promotes sustainable private sector investment in developing countries as a way to reduce poverty and improve people's lives. IFC offers investment products and advisory services to private sector and government clients. IFC in Indonesia combines investment and advisory services to expand access to finance, improve access to infrastructure, strengthen commodity based value chains, and improve the business climate, while addressing climate change across all programs. IFC Office in Jakarta is inviting motivated and qualified candidates to fill the Program Assistant position on a 2-year basis. The Program Assistant will carry out the full range of office support work, including managing processes and monitoring schedules related to their team's/unit's products and tasks. Program Assistant positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignments (e.g. database management, actively engage in knowledge management, task management, major event/course planning, etc.). Work requires extensive coordination with other Units of IFC and frequent liaison with team members, regardless of location, and external counterparties.

Duties and Accountabilities:
# Providing primary assistance to the Team of Investment Officers in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g. travel, meeting arrangements, database management, editorial assistance, etc.
# Assisting in the identification and resolving of diverse issues/problems, which often require interpretation of existing operational procedures and processes, and independently determining the appropriate application.
# Attending meetings, draft minutes and ensure their timely clearance and distribution.
# Serving as a communication resource on status of investment projects, filing and drafting of standard project-related correspondence.
# Coordinate time schedules in consideration of given priorities, independently resolve potential conflicts of schedules, communicate results appropriately.
# Undertaking ad hoc inquiries in databases, retrieves, maintains and presents data.
# Initiating and assisting in preparation of presentation (strong PowerPoint skills).
# Providing back-up support to other assistants.

Selection Criteria:
# Excellent knowledge of relevant portfolio databases and systems, or excellent aptitude to learn new systems. Willingness to acquire quickly an excellent understanding and thorough knowledge of IFC s operational and administrative policies, procedures and processes and apply these skills.
# Good knowledge of IFC s portfolio procedures and processes; or strong previous relevant experience.
# Excellent organizational, administrative, and time management skills with proven ability to work promptly and efficiently under pressure and meet tight deadlines.
# Ability to think independently, analyze problems and identify appropriate solutions.
# Ability to effectively address multiple tasks.
# Excellent skills and use of relevant computer software and IFC standard software applications (Word, Excel, PowerPoint, Lotus Notes).
# Excellent team player with outstanding interpersonal skills and the ability to work with people at all levels (inside and outside IFC) with demonstrated team spirit and responsiveness.
# Strong written and verbal communication skills in English. As a representative of the World Bank Group, all professional activities are expected to be consistent with our Core Values: personal honesty, integrity, commitment, working together in teams – with openness and trust, empowering others and respecting differences, encouraging risk-taking and responsibility. All applications will be treated in strict confidence and ONLY short-listed candidates will be contacted. No telephone calls, faxes or letters will be accepted.

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