ABOUT THE COMPANY:

non profit

JOB SUMMARY

RESPONSIBILITIES

The Program Assistant will work under the supervision of the Governance Practice Manager as part of the CFSRR team. Duties and responsibilities will include, but not be limited to, the following:
• Support CFSRR administrative needs: prepare and coordinate staff meetings, taking minutes and following up on relevant next steps; provide logistical support for meetings, inputs for briefs, monitoring and following up on priorities; manage operational requests such as office supplies, product design and printing, staff directory changes, email distribution lists, visitor’s passes; undertake procurement of supplies, equipment and services following the World Bank corporate procurement policies; facilitate hiring of consultants and firms and coordinate invoicing; manage travel arrangements for consultants and submit travel expenses, processing in the Bank’s Travel System; follow up with vendors, collecting invoices and processing payments for all the above services.
• Support TTLs in the organization of CSFRR event logistics: identify and process procurement for event venues; identify the interpretation, translation and other event services; coordinate the flow and collection of the materials; follow up with vendors, collecting invoices and processing payments for services; prepare group travel requests, working closely with BCD Austria, and liaise with country offices and external parties; assist with providing relevant information with processing visa support letters and visas for event participants.
• Provide administrative support to designated CFSRR staff: manage calendars and resolve scheduling conflicts; assist in the preparation, formatting, publication, and dissemination of reports; update tasks the operations portal; monitor and advise on approaching operations milestones; and facilitate the organization of missions and materials for meetings.
• Provide back-up support to other Program Assistants in Vienna Office in their absence or during periods of heavy workload.
• Work with the other Program Assistants to support Bank systems: manage time recording, leave calendars, and serve as a back up to TRS and LARS coordinator.
• Undertake ad-hoc tasks as may be assigned by the team or the GGP Practice Manager as needed.

REQUIREMENTS

• Minimum Education/Experience: bachelor’s degree with 5 years of relevant experience, or equivalent combination of education and experience.
• Excellent organizational and administrative skills and demonstrated experience in the smooth operation of a busy office and related systems, assuming primary responsibility for organizing and coordinating workflow for specific tasks and events.
• Outstanding interpersonal and communication skills, with ability to effectively interact with internal and external clients and staff at all levels.
• Proven high degree of flexibility and reliability, and a demonstrated capacity to handle variety of multiple concurrent activities, to prioritize and balance competing demands under pressure, while maintaining attention to detail.
• Demonstrated ability to work independently, respond to, and deal effectively in diverse situations with good judgment, discretion, and diplomacy in handling confidential and sensitive matters.
• Previous experience with a project team and good knowledge of the World Bank policies and procedures.
• Proficiency in advanced functions of standard Bank technology packages, Teams, Webex, Administrative Portal, epayables, eservices, SAP, Operation Portal, TF portal, Outlook, Word, Excel, intranet, etc.
• Excellent communication skills, both written and spoken, in English. Fluency in Russian or BCS languages is desirable.

How to Apply
Step 1: Please re-read this job description from the beginning to the end.
Step 2: Click the APPLY FOR JOB button at the end of this job advert.
Step 3: After going to parent website, please read instructions carefully and ensure you apply as soon as possible.

Good luck!