Program Assistant (Procurement and Financial Management) - World Bank

Job #: 130641

Job Title: Program Assistant (Procurement and Financial Management)

Job Family: Administration

Job Type: Administrative

Grade: GC

Location: Vientiane, Laos

Recruitment Type: Local Hire

Language Requirement: English [Essential]; Laotian [Essential]

Closing Date: 24-Mar-2013

 Background / General description:
The Program Assistant (Procurement and Financial Management) will be part of the staff of the World Bank South East Asia Country Management Unit based in Vientiane.  He/she will report to and be managed by the Lao Country Manager and will be supervised by the Procurement Hub Leader (based in Bangkok) and the Financial Management Hub Leader (based in Vientiane).  In addition, the PA will also work with the Management, Task Team Leaders and other technical staff in the Bangkok, Phnom Penh and Vientiane offices. While this is a position that supports the fiduciary team as a whole it is estimated that 75% of the time will be devoted to procurement related tasks.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

Duties and Accountabilities:
•    Maintains procurement monitoring systems and information databases (e.g. procurement plans, complaint database, status of ex-post reviews etc.), to include extracting relevant data from various sources,  inputting contract data into the Bank's disbursement system, logging and filing of all procurement documentation in accordance with Bank procedures.
•    Prepares monthly and quarterly progress reports on the performance of the procurement staff for clearance of the Procurement Hub Leader and reporting to the Regional Procurement Manager’s Office and the CMU.
•    Assists with the preparation of the monthly financial management reporting to the CMU for the Lao PDR and Thailand portfolios..
•    Assists senior staff in monitoring project procurement activities and all procurement clearance processes within the Bank, and responds to data inquiries (e.g. status of procurement, loan/credit commitments, contract awards, etc.), and generates statistical and other information for use by Management
•    Posts General Procurement Notice (GPNs)/Specific Procurement Notice (SPNs) in United Nations Development Business or provides training on this upon request of the Borrower and after clearance of the Procurement Specialist.
•    In consultation with the Procurement and Financial Management Specialists, prepares a variety of standard procurement/financial management correspondence e.g. no objection letters, requests for internal clearance, routine reminders and follow-up actions, etc.
•     Organizes procurement training to the project implementation agencies
•    Handles a variety of informational requests from Bank staff, staff from other agencies, donors, consultants and borrowers, and drafts standard communications on procurement or financial management for Borrowers and for internal Bank use.
•    Occasionally support Procurement ot Financial Management Specialists during project preparation and appraisal in  editing and finalizing  parts of procurement sections for the relevant reports.
•    Assists with the logistical arrangements for workshops/meetings, travel or other administrative tasks associated with procurement and financial management activities.

In addition, the Program Assistant will also provide a wide range of administrative support to the Unit/Team.  Her/his duties and responsibilities will include, but not limited to, the following:
•    Use word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution
•    Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group
•    Solves non-routine problems
•    In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.) monitor specific activities, (i.e., task, budget, etc.) within teams or clusters.
•    Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team
•    Maintains up-to-date work unit project and other files (both paper and electronic)
•    Assists team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and  Lao language
•    Performs tasks which rely upon systems and processes unique to the World Bank, including SAP
•    Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and draft a variety of standard project-related correspondence
•    Maintain relationship with Country Office staff.  Share updates of processes and procedures, best practices and provide necessary training to field office colleagues.
•    Suggests ways to enhance work organization and effectiveness

Selection Criteria:
(i) Bachelor’s degree and 2 years of experience or High School Diploma and four years of experience; (ii) Dedicated team player with excellent organizational skills and ability to prioritize assignments. Willingness to learn about the teams’ work, to be able to take on additional responsibility and respond to queries from external agencies.  Able to handle multiple tasks with critical deadlines under minimum supervision; (iii) Ability to draft routine correspondence and edit materials using proper grammar, punctuation and style; (iv) Advanced skills and experience in Microsoft software packages (Word, Excel and PowerPoint), Lotus Notes and Internet; (v) Effective organizational, communication, inter-personal, problem-solving skills, and ability to produce high quality work under tight deadlines; (vi) Ability to foresee needs of the team and respond in a pro-active manner; (vii) Ability to pass relevant Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.) as required; and (viii) Fluent in written and spoken English and Lao language. (ix) Willingness and ability to travel to provinces.

Specialized Knowledge/Skills
•    Successful completion of World Bank English grammar and spelling test, and standard Microsoft Office application tests (MS Word, MS Excel, MS PowerPoint)
•    Good knowledge of and some experience in specialized administrative/operational support functions (e.g., database management, knowledge management, task management, major event/course planning, etc.) and ability to assist in applying relevant procedures, processes and systems
•    Demonstrated skills in retrieving, gathering and obtaining information from various sources (Internet, etc.) and pulling them together in a usable format
•    Demonstrated analytical and practical problem-solving skills, as well as resourcefulness in performing varied tasks in the area(s) of functional specialty
•    Ability to manage several tasks at once and know where to obtain relevant information
•    Sound organizational skills and ability to prioritize and deliver assignments in a timely manner often under severe time pressures.
•    Substantive and effective use of English and Lao language, in proofreading, editing, translation and quality enhancement of documents.
•    Ability to adapt to changing environment

Competencies: 
•    Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area.
•    Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients
•    Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.
•    Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
•    Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
•    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 - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing.
•    Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to access situation, and make sound judgment on action needed.   

Apply Online