E T Temporary-Program Assistant

IFC — 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 in developing countries. In fiscal year 2023, IFC committed a record US$43.7 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises. For more information, visit www.ifc.org.

The IFC’s Johannesburg office is seeking to recruit a highly motivated Program Assistant to provide effective and efficient administrative support to the assigned departmental team. This role will contribute to the effective operation and administrative coordination of the South Africa Country Office CMU and/or Industry Departments and should be ready to step up to undertake new responsibilities and challenges with enthusiasm.

Duties and Accountabilities:

Duties will include, but are not limited to:
•   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) drafting a variety of routine documents, applying effective proofreading and grammar skills in English, (v) assisting in preparation of various presentation materials in power point, and arranging travel schedule.
•  Providing high quality support to the departmental team, including scheduling of appointments, monitor documents for signature/approval; monitor and follow up on issues and priorities; handle incoming correspondence and internal and external queries; draft and handle routine correspondence.
•  Providing primary assistance in the implementation of the teams work program, including some specialized support in a specific area(s), e.g. task management, Review Meeting set up and documentation, procurement, database management, information technology, editorial assistance, etc.
•  Suggesting ways to enhance work organization and effectiveness.
•  Exercising the quality enhancement function for project and other documents by ensuring adherence to departmental, and institutional guidelines.
•  Serve as an information resource on status of projects/products and any news relevant to industry program; and draft a variety of standard project-related correspondence.
•  Undertake ad hoc duties that may be assigned by the Principal Country Officer or the designated Country Office supervisor.
•  Work will involve frequent interaction with the following: internal contacts: other VP units, World Bank as well as staff in all locations, locally and internationally.\External contacts: Government Officials, Consultants, External Organizations, and other Service provider
•  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 and monitor work and activities to ensure IFC policies and management decisions and directives are properly carried out.
•  Coordinate with other ACS for cross regional support. 
•  Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application.
•  Provide specialized support in a specific area(s), e.g. task management, procurement, database management, information technology, editorial assistance, etc.
•  Act as back-up to other Administrative & Client Support (ACS) colleagues in the office in their absence or during a busy period.
•  Undertake ad hoc duties that may be assigned by the Country Management Unit or the designated Country Office supervisor.