Program Assistant – Administration/Office Support

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  • Salary:
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  • Posted:
    2 weeks ago
  • Category:
    General Support, Programme and Project Management
  • Deadline:




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 120 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
The Middle East and North Africa Region Vice-Presidency (MNA) serves a population of 355 million living in 20 countries. The mission of MNA is to foster sustainable growth with a focus on job creation and poverty reduction, economic and social inclusion, and good governance. The MNA region has enormous potential, but long-standing problems like power shortages, youth unemployment, and lack of access to finance have conspired to hold back economic growth in the region.
The mission of the MNA region is to support the Bank Group’s overarching goals of ending poverty and boosting shared prosperity. A pre-requisite for that is to support efforts towards peace and stability in the Region. The MNA Region is now implementing an ambitious strategy towards that end by a focus on four pillars – “the 4 Rs” – Renewing the social contract; Regional cooperation; Resilience to migration shocks; and Reconstruction and recovery, which apply to different degrees to the various countries in the Region. 
The Mashreq Department
The World Bank Mashreq department (MNC02) serves four Middle Income Countries (Iran, Iraq, Jordan, Lebanon) and 1 IDA country (Syria) which comprise a total population of approximately 150 million. Since the establishment of the department, the Country Management Unit (CMU) has been keen on devising projects to cater for the specific development needs of the aforementioned countries through lending, grants, and concessional financing. The Mashreq Department also provides an array of Advisory Services and Analytics (ASAs) to support design or implementation of policies, strengthen institutions, build capacity, inform development strategies or operations, and contribute to the global development agenda. The MNC02 country department is led by a Country Director and managed out of the Beirut regional office, in Lebanon. 
The Jordan Country Program
The WBG Jordan Country Partnership Framework (CPF) for FY2017–2023 lays out an ambitious agenda for growth, jobs, and greater inclusion. The CPF rests on three pillars: (1) stronger private-sector led growth and better employment opportunities for all; (2) improving equity and quality of service delivery; and (3) supporting an effective response and resilient recovery from COVID-19.  Over the CPF period, the Bank’s portfolio in Jordan has expanded rapidly to respond to the Syrian refugee crisis, to support Jordan’s economic reforms and more recently to support for COVID-19 response and recovery.  The World Bank is developing a new CPF to steer the program over the next five years. 
The World Bank’s current active portfolio in Jordan consists of 16 projects valued at US$3.2B (US$2.6B in IBRD loans; US$200M in IDA credits; and US$116.56M in trust funds). As of November 25, 2022, about 51% (a total of US$1.59B) had been disbursed.  The program also includes a broad range of analytic and technical assistance support across sectors and to support economic reforms and climate action.  The World Bank/Jordan Office is a dynamic and fast-paced country office, with frequent high-level visitors, a busy mission schedule, and an active engagement with Government of Jordan clients, international partners, private sector, civil society and other stakeholders.
Roles and Responsibilities
The Program Assistant will be based in the Jordan Country Office based in Amman, will report to the Resident Representative for Jordan, and she/he expected to provide administrative support to the World Bank/Jordan program. 
The overall purpose of the assignment is to provide administrative, logistical and operational support to the World Bank/Jordan Country Office.  The main functions include but are not limited to:
  • Operational and Administrative Support
    • Carries out the full range of office support work, including managing processes and monitoring schedules related to the team’s/unit’s products and tasks.
    • Coordinates schedules, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the World Bank Group.
    • Tracks assigned task/project steps/timetables, coordinates with relevant staff and provides assistance and/or information on project-related matters.
    • 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. 
    • Ensures clear communication with clients in compliance with Bank’s guidelines.
    • Responds to all inquiries and ensure good communication between Country Office and Sector Units.
    • Supports transactions and budget processing steps as requested.
  • Mission and Event Support
    • Assists visiting missions and project teams with preparation of mission announcements and aide memoires, planning of local logistics (hotel and transportation), scheduling of meetings, and coordination of administrative arrangements in connection to the mission requirements.
    • Assists in preparation and logistical planning for various events including conferences, workshops, negotiations, board presentation and project signings, etc.
    • Coordinates travel requests and processes statement of expenses for consultants.
  • Data and Information Management 
    • Maintains up-to-date project files (both paper and electronic) and retrieves data from various sources and compiles these for use by the Country Management Unit (CMU) and task team leaders (TTLs) from various sectors.
    • Maintains a current database of contacts for assigned activities.
    • Creates and maintains standard distribution lists for each project and cross-verification.
    • Maintains up-to-date filing system for CMU and TTLs based in/outside the country related to correspondences and reports.
  • Other Duties
    • Serve as a back-up to other staff and Task Program Assistants on project and administrative tasks.
    • Perform other tasks as requested by the Supervisor.

Selection Criteria

  • Preferred Bachelor’s degree with 3 years of relevant office administration experience, preferably with international development organizations; or High school diploma with 7 years of experience.
  • Ability to work with a wide range of stakeholders including clients in the government, private sector and civil society, development partners and Bank staff.
  • Excellent IT skills (MS Word, PowerPoint, Excel, Outlook, SAP, IRIS).
  • Excellent interpersonal, communication (both written and oral Arabic and English) and organizational skills with the ability to work effectively under pressure, handling concurrent activities simultaneously to meet deadlines.
  • Ability to deal professionally and communicate effectively with contacts at all levels, both inside and outside the Bank.
  • Strong analytical skills and proven attention to details to ensure high professional standards.
  • Team player with a high degree of motivation, initiative, reliability and willingness to help others to meet the unit’s work objectives.
  • Experience in event planning and organization.
  • Ability to draft routine correspondence (memoranda, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation and style.

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.

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