Program Assistant

Program Assistant

Job #:

req35166

Organization:

World Bank

Sector:

Administration/Office Support

Grade:

GC

Term Duration: 3 years 0 months

Recruitment Type:

Local Recruitment

Location:

Washington, DC,United States

Required Language(s):

English

Preferred Language(s):

French, Spanish, Arabic, Russian, Chinese

Closing Date:

1/6/2026 (MM/DD/YYYY) at 11:59pm UTC

Description

The Fund for responding to Loss and Damage  

At COP27 and CMA4, the Conference of the Parties (COP) to the United Nations Framework Convention on Climate Change (UNFCCC) and the Conference of the Parties serving as the Meeting of the Parties to the Paris Agreement (CMA) established funding arrangements to assist developing countries particularly vulnerable to climate change. This decision established the Fund for responding to Loss and Damage (FRLD) to assist developing countries vulnerable to the economic and non-economic impacts of climate change, including extreme weather and slow onset events.  

At COP28 and CMA5, the COP/CMA formally approved the Fund's Governing Instrument, designating it as part of the UNFCCC's financial mechanism and placing it under the guidance of both COP and CMA. The decision authorized the Fund's Board to secure a hosting arrangement with the World Bank as an interim trustee for four years, which includes hosting the Fund's secretariat (Secretariat). The World Bank has agreed to act as trustee and administer the Trust Fund in line with the COP/CMA's stipulations. 

The Secretariat, hosted by the World Bank in Washington, D.C., and led by the Executive Director (ED), coordinates the Fund's strategic activities across its governing bodies, including the Board, and the World Bank (as Trustee and Secretariat host), manages institutional relations with the Fund's stakeholders, and drives thought leadership to deliver the Board's vision and policies. 

Roles & Responsibility: 

Under the supervision of the DED of the FRLD, the Program Assistant will have the following duties: 

• Provide a full range of administrative support to FRLD team leads, including calendar management, scheduling, meeting logistics, document preparation/formatting, and records management.  

• Handle travel arrangements for FRLD Secretariat team, including initiating travel requests, coordinating itineraries, arranging visas and hotels, and ensuring compliance with WBG travel policies and budget approvals.  

• Process purchases via PCard in accordance with WBG guidelines, including transaction reconciliation, receipt management, and timely submission of supporting documentation. 

• Coordinate closely with the Offices of the ED and DED on administrative tasks, ensuring consistent communication, timely follow-up, and alignment with office priorities. 

• Replenish office and coffee supplies, manage stock levels, maintain a simple inventory tracker, and coordinate with approved vendors. Organize and oversee logistics and catering for the small office events. 

• Maintain orderliness of the office environment and shared spaces; prepare meeting rooms and ensure office equipment is functional. 

• Provide operational support as needed, including Board related logistic needs (support to the travel coordinator if needed), event logistics, onboarding support for FRLD staff, basic data entry, correspondence, and other tasks assigned to meet evolving needs. 

• Uphold standards of confidentiality, professionalism, and policy compliance in all activities. 

• Provide back-up services in the absence of the Senior Program Assistant. 

Selection Criteria

Attention: "Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines." 

The successful candidate should have the following qualifications: 

•  Knowledge of WBG administrative procedures and guidelines, including travel and PCard policies. WB Procurement and recruitment rules. 

•  Strong organizational skills; ability to prioritize and manage multiple concurrent tasks under time constraints. 

•  Proficiency with office technology and WBG systems: Admin Portal, Outlook, MS Teams, Webex, MS Word, Excel, PowerPoint; ability to learn other Bank systems as needed. 

•  High level of discretion, judgment, and diplomacy in handling sensitive information and communications. 

•  Demonstrated initiative and resourcefulness; strong attention to detail and follow-through. 

•  Effective communication and client orientation; ability to work in a multicultural, team-oriented environment. 

• Education/Experience: Bachelor's degree or equivalent experience; 5 years of relevant administrative experience. 
Technical 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. 

•  Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people, especially with respect to TF administration and management. 

• 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. 

• Learning, knowledge sharing 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. 

• Drive for Results - Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so. Allocates and prioritizes resources according to areas of most urgent need and greatest impact for the client. 

• 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. 

**This internal requisition is open to WBG and IMF staff only (including short-term and extended term consultants/ temporaries). External candidates are requested not to apply. In case an external candidate applies, their application will not be considered.** 

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

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.

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