Program Assistant - IFC - Yangon, Myanmar

Job #: 123053

Title: Program Assistant

Job Stream: Administration

Location: Yangon

Closing Date: 01/13/2013

Background / General description:

IFC, a member of the World Bank Group, is the largest global development institution focused exclusively on the private sector. We help developing countries achieve sustainable growth by financing investment, mobilizing capital in international financial markets, and providing advisory services to businesses and governments. In FY12, our investments reached an all-time high of more than $20 billion, leveraging the power of the private sector to create jobs, spark innovation, and tackle the world’s most pressing development challenges. For more information, visit www.ifc.org. The IFC is reengaging in Myanmar after an absence from the country spanning more than two decades. IFC’s engagement during this period will focus on: (i) strengthening the role of the private sector and in particular MSMEs in creating economic opportunity; (ii) promoting inclusive growth; and (iii) addressing Myanmar’s infrastructure needs. IFC Myanmar is now looking for a Program Assistant to assist in the in-country activities of the IFC. This position coordinates extensively with service units and liaises frequently with team members both at headquarters and in the field, as well as external counterparts. The Program Assistant is also assigned responsibility for some aspects of the unit's administrative functions, to include translating/drafting a variety of standard documents, applying effective proofreading and grammar skills in English.

Duties and Accountabilities:

The Program Assistant positions are held by experienced staff whose acquired knowledge and skills enable them to independently undertake diverse and complex work assignments (e.g., database management, knowledge management, task management, major event/course planning, etc). With only routine supervision, the Program Assistant works closely with other staff within the unit to make a significant contribution to the overall achievement of the unit's work program. Work requires extensive coordination with colleagues in other offices and frequent liaison with team members, regardless of location, and external counterparts. Summary of Major Job Accountabilities: • Provide full logistical and secretarial support for the Myanmar office including: (i) arranging travel schedule; (ii) organizing meetings/events/workshops, (iii) coordinating schedules taking priorities into account, monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the IFC, (iv) maintain up-to-date work unit project and other files (both paper and electronic) and (v) translate/draft a variety of routine documents, applying effective proofreading and grammar skills in English and other languages. • Provide primary assistance in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g. task management, database management, editorial assistance, procurement, etc. • Assist Managers and Officer in managing stakeholder relationships, which includes both internal IFC and external clients. • Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application. • Assist in following up project/ program plans/ documents; gather information needed for project monitoring and evaluation (M&E) • Suggest ways to enhance work organization and effectiveness. • Attend meetings, drafts minutes and ensure timely clearance and distribution. • Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing and legal issues) and drafting a variety of correspondence. • Undertake ad hoc inquiries in standard and non-standard databases, retrieve, maintain and present data. • Initiate and assist in preparation of various presentation materials in power point.

Selection Criteria:

• The ideal candidate will have a Bachelor degree with at least 5 years work experience in relevant position such as secretary, administration assistance in multi-national or international organization. • Good knowledge of and demonstrated experience in specialized administrative/operational support functions (e.g., task management, database management, knowledge management, major event/course planning, etc.) and ability to apply relevant procedures, processes and systems. • Analytical ability, practical problem-solving skills and resourcefulness in performing varied tasks in the area(s) of functional specialty. • Demonstrated skills in retrieving, gathering and obtaining information from various sources (Internet, etc.) and pulling them together in a usable format. • Sound organizational skills and ability to prioritize and deliver assignments in a timely manner often under severe time pressures. • Results-oriented team player; demonstrated initiative, reliability and resourcefulness in developing practical approaches that improve office support work and effectiveness of unit/team. • Strong interpersonal skills in order to deal tactfully and effectively with internal/external contacts at all levels; and commitment to work in a team-oriented, multi-cultural environment. • Thorough knowledge and use of all relevant computer software, including advanced functions of Bank standard computer applications, e-mail usage, presentation materials preparation, etc. • Strong English and Myanmar language skills (verbal and written), including ability to draft a variety of correspondence and edit materials using proper grammar, punctuation and style. • Highly motivated, dedicated, reliable, and flexible, in order to achieve planned results. • Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed.

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