Program Assistant

JOB #: 131263

JOB TITLE: Program Assistant

JOB FAMILY: Administration

JOB TYPE: Administrative

GRADE: GC

LOCATION: Kabul, Afghanistan

RECRUITMENT TYPE: Local Hire

LANGUAGE REQUIREMENT: English [Essential]; Dari [Desired]; Pashto [Desired]

CLOSING DATE: 12-Jun-2013

Background / General description:

PLEASE NOTE THAT THIS IS A COUNTRY OFFICE POSITION IN AFGHANISTAN SUBJECT TO LOCAL RECRUITMENT UNDER THE IAFHGANISTAN COMPENSATION PLAN. IF A STAFF MEMBER HOLDING AN HQ/INTERNATIONAL POSITION IS SELECTED INTO THIS POSITION, THEN THE STAFF MEMBER WOULD CONVERT TO A LOCAL APPOINTMENT (I.E., A LOCAL SALARY AND NO EXPATRIATE BENEFITS). 

THE WORLD BANK GROUP IS COMMITTED TO ACHIEVING DIVERSITY IN TERMS OF GENDER, NATIONALITY, CULTURE AND EDUCATIONAL BACKGROUND. INDIVIDUALS WITH DISABILITIES ARE EQUALLY ENCOURAGED TO APPLY. ALL 

APPLICATIONS WILL BE TREATED IN THE STRICTEST CONFIDENCE. 

The World Bank South Asia Region (SAR) procurement team is based in seven countries: Afghanistan, 

Bangladesh, India, Nepal, Pakistan and Sri-Lanka and Washington DC. Each office has a team of 

procurement staff supporting World Bank activities and programs. The Regional Procurement Manager 

(RPM) responsible for 30 + procurement staff and located in India, is supported by a team of 3+ 

staff in Washington DC supporting the function of the RPM. The SAR Procurement team is one of 

three units (Financial Management, Quality, Procurement) under the SARSQ department. 

SARPS is seeking a Program Assistant in Kabul, Afghanistan, to support the Procurement team . 

The Program Assistant should be dynamic, highly motivated, a self-starter and a team player, who 

will provide quality administrative support to the team. 

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.

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:

Under the guidance of the Procurement Country Focal Person (CFP) in Kabul, the Program Assistant will be expected to help achieve the Unit’s work program goals. The Program Assistant will be the frontline contact for all activities for the Kabul Procurement Team and will provide administrative support to the Kabul Procurement Team. The Program Assistant will also be responsible for providing back up support to other SQ units on an as needed basis whenever possible. Other responsibilities include: 

-Provide a full range operational, administrative, and secretarial support Procurement Team ie: Calendar, meetings, printing of documentation etc. 

- Closely coordinate with the ACS of the RPM unit in HQ, especially on OPRC Activities. 

-Coordinate HR related work, including OPE Logistics, under the CFP guidance. 

-Draft routine correspondence and proof-read, edit, and format documents using proper grammar and punctuation. 

-Ensure effective processing of all documents and correspondence, clearances and distribution 

lists; and follow ups. 

-Process and manage local consultant contracts, appointment letters, make travel arrangement, 

process and follow-up payments with the help of transaction specialists in SAP, ensure that the 

consultant checklist is accurate and relevant documents are properly filed. 

-Assume quality control responsibility for the input of consultants’ trip requests, trip expenses, and fee claims. Ensure proper filing of documents and receipts in WBDocs. 

-Handle a variety of informational requests from Bank staff, staff from other agencies, donors, consultants and borrowers, and drafts standard communications on procurement for Borrowers and 

internal Bank use. 

- Coordinate the smooth execution of Procurement Post Reviews in conjunction with the assigned procurement specialist 

- Coordinate the Kabul Procurement Unit’s contributions to the OPCOR annual report. 

-Provide logistical support for operational missions, seminars, workshops, and different team 

events organized by the Kabul Procurement Team. 

-Provide assistance with all types of administrative requests such as telephone/telecom services, 

staff directory changes, visitor’s pass, videoconferences/teleconferences, eService requests and 

others. 

-Provide back-up support to other administrative staff as required by the work program, and work as 

a team with other assistants, especially during peak periods. 

-Ensure all relevant project documentation is filed correctly electronically and in paper files for 

easy access of task teams. 

-Respond to diverse inquiries from internal and external sources and, where appropriate, direct 

these inquiries to appropriate staff/group for follow-up or action. 

-Encourage and maintain a high level of teamwork, help maintain a positive work environment and 

establish effective working relationships in other units. 

-Support other ad hoc duties arising from the business needs.

Selection Criteria:

Selection Criteria 

Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications 

and proficiency of technology or/and systems relevant to functional area. Able to coach less 

experienced staff on relevant technology and systems. 

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 (e.g. manage manager’s calendar). 

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. 

Team Leadership (ACS) - Able to provide support to team members, giving instructions when necessary 

to improve work performance and promote collaboration within team. Able to organize and/or conduct 

training for team members on procedures, policies and work activities. 

Office Administration - Exhibits good understanding of unit’s portfolio. Able to organize, 

prioritize, coordinate, and monitor distribution of unit's work activities to ensure that work 

program is properly carried out and delivered in a timely and collaborative manner. 

Client Orientation (ACS) - 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. 

Learning, knowledge sharing and communication (ACS) - 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 (ACS) - Able to effectively and independently 

provide general research support. Demonstrates ability to access situation, and make sound 

judgment on action needed. 

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. 

OTHER SELECTION CRITERIA: 

Sound knowledge of spoken and written English and Dari/Pashto languages

Strong inter-personal skills and commitment to work in a team-oriented, multi-cultural environment

Strong English language skills (verbal and written), including ability to draft a variety of correspondence and edit materials using proper grammar, punctuation and style.

Sound organizational skills and ability to prioritize and deliver assignments in a timely manner often under severe time pressures.

Knowledge of and proficiency in advanced functions of MS Office and other desktop applications

Knowledge of and experience in database management, knowledge management, task 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

Effective time management and organizational skills

Ability to prepare presentation materials using various software packages with minimum guidance.

Clearance and Testing Requirements for new hires and staff transferring into the ACS Network 

EDUCATION/EXPERIENCE: 

1. Minimum Qualifications: High School Certificate/Diploma but preferably with a Bachelor's degree 

with at least 3- 5 years of relevant experience of working in an international organization in a similar role.

Click here for further details and application