Program Assistant
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Program Assistant
| Job #: | req32201 |
| Organization: | World Bank |
| Sector: | Administration/Office Support |
| Grade: | GC |
| Term Duration: | 4 years 0 months |
| Recruitment Type: | Local Recruitment |
| Location: | Vienna,Austria |
| Required Language(s): | English |
| Preferred Language(s): | German |
| Closing Date: | 3/15/2025 (MM/DD/YYYY) at 11:59pm UTC |
Description
Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit www.worldbank.org
COUNTRY AND POSITION CONTEXT
The World Bank Group has a significant presence in Vienna, Austria, with the office housing the Western Balkans CMU (ECCWB), the majority of the ECA Practice Managers and many of their task teams, as well as IFC’s regional office for Europe. Since its inception 17 years ago, the Vienna office has also hosted teams managing various trust funded programs funded by the Austrian Government. The Vienna office is effectively a regional operations hub, hosting over 300 WBG staff, with the ECCWB Country Director acting as head of office.
In recent years, the Vienna office has also become a popular venue for World Bank events, many of which are held in the Vienna office’s conference facilities. The recently launched Vienna Development Knowledge Center, which aims to capitalize on the development expertise and experience in Austria and across the Region, will intensify the use of office resources.
In order to ensure efficient support to organize and execute large WBG events, in addition to the smooth functioning of the Vienna office, the World Bank is seeking a well-organized, proactive and motivated individual for a Program Assistant position to assist in these tasks.
DUTIES AND ACCOUNTABILITIES
The selected candidate will report to the Country Director and coordinate work with the Vienna office administrative team and event task teams and other country offices as well as local vendors and Vienna office building facility management.
Responsibilities include (but not limited to):
Conference Center
• Coordinate the booking of Conference Center space, maintaining a rolling calendar of events, and provide overall organizational support prior, during and after the event.• Interface with office receptionist and assist with the management of conference/meeting attendees. • Obtain client feedback and propose appropriate improvements to conference services.• Liaise with vendors on registration, payments, verification of invoices. • Coordinate and liaise with IFC counterpart on the Conference Center usage and processes.
Relocation Focal Point • Participate in briefings chaired by the WBG global mobility team with relocating staff and spouses covering local knowledge on specific aspects of housing, schooling, spouse work permit, local bank accounts, health care institutions etc.• Coordinate and facilitate matters related to entry visa accreditation process, diplomatic privileges, driving licenses, customs clearance of shipments, car export or purchase etc. • Coordinate day-to-day protocol work of the office: liaising with the Austrian authorities on visas, work permits, tax related questions related to relocation issues, extension of legitimation cards, providing guidance and explanation of protocol procedures to staff.• Contribute to updating Relocation Guide on a yearly basis.
Vienna Office Internship Program
• Assist in coordinating the World Bank Vienna Internship Program by being a point of contact for the universities, MOF, and CMU and GP staff.• Assist in WBG HR and MODF Outreach to Austrian universities.• Assist in Program application and other processes.
Office Support
• Assist in gathering and checking required documents for VAT reimbursement.• Vendor Management: liaise with external vendors and service providers to secure contracts, negotiate terms, and ensure high-quality service standards. Provide administrative support, e.g., transaction processing, inclusive of PO processing, vendor registration, maintain office inventories and records management, etc. • Provide back-up support to other administrative and support staff in the Vienna office when required.• Perform other administrative duties as required to support the smooth functioning of the Vienna office.
Note: This internal requisition is open to WBG and IMF staff only (including short-term and extended term consultants/ temporaries). External candidates are requested not to apply. In case an external candidate applies, their application will not be considered.
Selection Criteria
• Minimum education: High School degree (Bachelor’s degree preferred).• Minimum of five years of relevant experience or equivalent combination of education and experience.• Excellent oral and written communication skills in German and English;• Proficiency and prior experience in MS Office: Excel, Word, PowerPoint and Outlook.• Strong communication skills and superior client orientation with proven ability to effectively work in a multi-cultural working environment, effectively interact with internal and external clients and staff at all levels.• Excellent workflow management and task organization skills. Strong drive for results and demonstrated ability to multitask, attention to detail, and follow-through. • Ability to meet tight deadlines and to handle concurrent activities efficiently under pressure, with minimum supervision.• Accountability for timely response to queries, requests, or needs. The incumbent ensures to meet deadlines and achieve agreed-upon results, takes personal ownership, responsibility for assigned tasks. • Familiarity with World Bank systems and processes for procurement, and other administrative tasks is a plus.• Dedicated team player and willingness to learn and take on additional responsibilities.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.
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