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Program Assistant
Program AssistantThe World Bank • Washington, DC, US
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Program Assistant

Program Assistant

The World Bank • Washington, DC, US
[job_card.30_days_ago]
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  • [job_card.full_time]
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Program Assistant

Job # : req34766 Organization : World Bank Sector : Administration / Office Support Grade : GC Term Duration :  4 years 0 months Recruitment Type : Local Recruitment Location : Washington, DC,United States Required Language(s) : English, Spanish Preferred Language(s) : Portuguese, French Closing Date : 11 / 21 / 2025 (MM / DD / YYYY) at 11 : 59pm UTC

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. 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, increasing shared prosperity and promoting sustainable development. 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, please visit

Digital Transformation Global Practice

The Digital Transformation Global Practice is a Vice-presidency of the World Bank.

It plays a critical role in enabling the achievement of the World Bank’s Twin Goals of ending poverty and promoting shared prosperity as well as the UN Sustainable Development Goals. Digital technologies are transforming firms, governments and people’s lives; and with the digital economy growing at a rate significantly higher than that of the global economy, it offers emerging economies a unique opportunity to leapfrog traditional paths for development through digital solutions.

Collaborating across technical, geographic and institutional boundaries, the Digital Transformation team helps design and deliver ICT-enhanced solutions to a diverse range of clients. The team supports clients

(i) through advisory assistance to establish policy and regulatory environments that allow the widespread use of technology and create a trust environment; (ii) lending operations by building infrastructure to connect the unconnected, or enabling digital government shared platforms (cloud, digital, identification, .

For more information : / en / topic / digital

The Digital Transformation is Vice-Presidency is led by a Vice-President supported by several Global and Regional Directors, and Practice Managers with specific regional and thematic responsibilities. The DLCDD unit is responsible for Digital activities and portfolio in the Latin America and Caribbean (LAC) region, including lending, supervision and analytical work. DLCDD is looking for a Program Assistant to be based in Washington DC.

Duties and responsibilities :

Coordinate Program Logistics

  • Organize and schedule meetings using different platforms like Webex, Microsoft Teams, Zoom, Google meet, ensuring timely invitations, agendas, confirmation of participants, and follow ups to agreements.
  • Provide end-to-end logistical support for events, workshops, and field missions, including venue coordination, registration, catering, and onsite support.
  • Arrange official travel including itinerary planning, visa processing, travel authorizations, and related documentation.
  • Process Statements of Expenditures (SOEs) and ensure compliance with institutional financial procedures.

Handle Administrative Procedures

  • Process consultant contracts, ensuring timely onboarding and compliance with relevant policies.
  • Process purchase orders require to meet with Program’s Work Plan.
  • Process work orders for office supplies and proper office maintenance.

    • Draft, Track & Maintain Program Documents and Databases

  • Prepare and monitor official documentation such as Terms of Reference (ToRs), Mission Announcement Letters (MALs), and Back-to-Office Reports (BTORs).
  • Maintain version control and archive key documents systematically.
  • Manage and regularly update program databases, including publications, stakeholder contact lists, and program outputs.
  • Organize and curate shared information / files using OneDrive, Shared Point, Loop, Planner, and Teams to facilitate knowledge sharing and institutional memory.

    • Support Communications and Knowledge Products

  • Draft program updates, summaries, presentations, talking points, and briefing materials for internal and external use.
  • Assist in the preparation and dissemination of knowledge products, ensuring appropriate formatting and branding.
  • Take meeting minutes and prepare event summaries, capturing key decisions, action items, and lessons learned.

    • Coordinate with Stakeholders

  • Liaise proactively with World Bank teams, government counterparts, development partners, vendors, and other stakeholders to ensure smooth coordination and timely follow-up.
  • Support external communications by managing inquiries, preparing materials, and ensuring timely dissemination of information.

    • Enhance Team Efficiency

  • Maintain and regularly update program tracking tools such as team meeting agendas, mission calendars, stakeholder engagement logs, and action item trackers.
  • Follow up on decisions and agreements made during meetings and missions, ensuring timely implementation and accountability.
  • Identify opportunities for improving internal processes and contribute to the development of standard operating procedures to enhance efficiency and team collaboration.

    • Selection Criteria

    Preference will be given to

    local talent, that is, applicants who are authorized to work in the duty

    station for any employer. Internal applicants may apply per existing

    guidelines.

  • High school diploma with seven (7) years of relevant experience required. Bachelor’s degree (preferred)
  • Proactive attitude, a self-starter, and team player with a high degree of motivation, initiative, reliability and willingness to help others to meet the Unit’s work objectives;
  • Excellent knowledge of Bank and Regional administrative / operational processes and procedures and the capacity, pro-activity and aptitude to learn quickly;
  • Excellent organizational, administrative and time-management skills, with a proven ability to work promptly, independently and efficiently under pressure, ability and aptitude to effectively multi-task and prioritize in order to meet tight deadlines with a minimum of supervision;
  • Ability to highlight emphasis on accuracy and attention to detail and expand the scope of work and responsibilities as needed;
  • Excellent command of English and a strong working knowledge of Spanish is highly required to be able to draft correspondence on a range of topics ensuring appropriateness and high quality in accordance with Bank standards, substantive and effective use of language skills in proofreading, editing, writing or translation of appropriate documents or correspondence; knowledge of Portuguese and French is desirable;
  • Ability to work in a multi-cultural environment with staff and external clients at all levels, demonstrating the ability to respond and deal effectively with diverse situations using good judgment, tact, and diplomacy, as well as a commitment to work in a team-oriented and multi-cultural environment, ability to develop practical approaches that improve office work and effectiveness of unit / team;
  • Excellent practical knowledge of relevant Bank computer software, most importantly : MS Office, Word, Excel, PowerPoint; Lotus Notes, Loop, planner, SAP reports, EServices, eConsultant2, Travel Management System, IRIS4, Business Warehouse, intranet and Internet Explorer, ability in the use of various other search engines;
  • High degree of flexibility and willingness to work extended hours on occasion;
  • Ability to carry through initiatives independently.
  • Willingness and ability to travel or participate in missions, if required;
  • Analytical ability, practical problem-solving skills and resourcefulness;
  • Extensive knowledge and understanding of Bank Group administrative / operational procedures;

    • 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.

    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.

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