DescriptionIFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet.
To support the program growth in the Maghreb region and the office expansion in Morocco, IFC is hiring a program assistant based in Rabat, Morocco. The Program Assistant will report to the Country Manager and the Country Officer and provide a full range of executive support functions, including, but not limited to, administrative management and coordination, quality assurance (i.e. documents, processes, IDD, etc.), liaison with external officials and contacts, support during missions and business development activities, coordination support for IFC activities with the World Bank, and general research and reference work.
Duties and AccountabilitiesDuties and Accountabilities
- Provide full logistical, administrative, and executive support to business related activities, including: (i) organizing meetings/events/workshops/missions, (ii) coordinating schedules taking priorities into account, monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit, including IFC stakeholders, (iii) maintaining up-to-date work project and other files (both paper and electronic) and (iv) translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and local language, (v) assisting in preparation of various presentation materials in power point, and arranging travel schedule.
- Act as a main focal point for mobility related matters for international staff, including relocation, and legal documents. Assist and support staff with mobility procedures, and lease and coordinate with local authorities as required.
- As the first line of contact with an extensive network of contacts, both internal and external visitors, callers and dignitaries, the Program Assistant will be expected to exercise judgment, tact and discretion in answering and or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters, making decisions when multiple courses of action are possible.
- Follow-up with clients on project related issues, appointments, getting hold of documents.
- Attend meetings, drafting minutes and ensuring timely clearance and distribution.
- Handle administrative and logistical arrangements for various events, such as senior official visits, visiting missions, conferences, workshops, retreats. Ensure timely submission and review of briefing materials and appropriate follow-up actions.
- Process payments and expenses related to projects, consultants and events. Maintain liaison with local contractors and supplies concerning the provision of negotiated services.
- Be accountable for the integrity of all projects documents and ensuring that the files of all projects are filed, organized and maintained in the right database.
- Coordinate with other ACS for cross regional support. Selection Criteria
- Bachelor degree with at least 5 years of relevant experience, with solid knowledge of IFC / WBG operational procedures (preferred) or demonstrated strong capability to understand and implement corporate policies and Procedures. Prior experience in any of the sectors where IFC operates (FIG, MAS, INR) is a plus.
- Good knowledge of and demonstrated experience in administrative / operational support functions, including task management and major event planning and ability to apply relevant procedures, processes and systems.
- Excellent interpersonal and communication skills, with ability to interact diplomatically with clients and staff at all levels, recognized ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information.
- Excellent organizational, administrative and time management skills. Experienced working within tight deadlines and under pressure; flexibility to work overtime during peak periods on a short notice.
- Effective analytical, research, and problem-solving skills.
- Strong attention to detail and excellent communication skills.
- Proactivity and capacity to apply a forward-looking vision to the office work.
- In-depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area.
- Demonstrated skills in retrieving, gathering and obtaining information from various sources (Internet, etc.) and pulling them together in a usable format.
- Excellent verbal and writing/editing skills in English and French including the ability to draft a variety of relevant correspondence and edit / translate materials user proper grammar, punctuation and style.
- Ability and commitment to develop a positive and productive work environment.
- Excellent skill in preparing PowerPoint and other visual presentation tools.
- Ability to handle time-sensitive assignments.
- Willingness to perform ad hoc tasks and to travel occasionally.
CompetenciesCompetencies
- Technology and systems knowledge - Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and /or data base management systems.
- Client Orientation - Demonstrates positive client service attitude; ability to develop good working relationships with internal/external clients, and colleagues.
- Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
- 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.
- Knowledge, Learning and Communication - Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.