Program Assistant.
The World Bank
Rabat,Morocco
il y a 4j

Do you want to build a career that is truly worthwhile? 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.

For more information, visit . Roles and Responsibilities

  • Operational and Administrative SupportProvide full support for preparation and implementation of World Bank projects and activities according to Bank procedures.
  • Provide direct support to projects missions in Morocco, including : monitoring, editing and formatting correspondences, review of data, preparation of presentations, charts and tables, write-up of the aide-memoires for the review, translating Arabic / French / English short documents, relevant to the work of the team, such as reports, memos articles.

    Follow up with task teams on portfolio related issues; Track deliverables and business plans and highlight key issues and issue periodic reports to the unit leader for review and discussion.

    Exercise independent judgment by promptly bringing potential problems to the attention of the unit leader.Liaise with government counterparts, donor offices, academia, NGOs, project consultants, etc.

    as appropriate and requested by a supervisor and independently respond to diverse inquiries from internal and external sources and, where appropriate, direct these inquiries to appropriate staff / group for follow-up or action.

    Follow up on the enquiries.Assist in the preparation of presentation materials, briefing documents, meeting minutes, and any other official documents related to the work of the teams and ensure these are properly filed for easy accessibility and future reference.

    Keep abreast of the Organization’s directives and ensure effective processing of all project documents.With operations’ teams, carry out the review of project documents, as well as carry out the review of packages with teams to make sure that the program documents include all comments.

    Ensure that the necessary clearances are obtained and forwarded timely to the Country Director for signature.Provide general research support and utilize all relevant computer software to retrieve, maintain and process data as needed.

    Perform document reviews of project expenditures to confirm their eligibility. Support task teams in monitoring budget dynamics (different cost categories).

    Support in processing documents in the operational portal of the Bank (in particular on projects in preparation but also routine supervision-related requests such as effectiveness date extensions etc.

    Assist task managers in obtaining the necessary support and guidance from DC (various operational and budget units in the Bank) on portal and project processing.

    Participate in project field missions as per the request of supervisor.Provide administrative support to the Country Management Unit (CMU) and front office as requested by the supervisor.

    Independently perform various system-related and process-related tasks unique to the World Bank.Suggest ways to enhance work organization and effectiveness

  • Time Management and Logistic Planning Arrange working schedule and meetings with counterparts for the visiting teams.Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
  • Track assigned tasks / project steps / timetables using modern office management technologies, coordinate with relevant staff, provide assistance and / or information on project-related matters.

    Assist with preparation and logistical planning of operational travel, conferences / seminars, workshops, study tours, training sessions, unit staff meetings, including taking minutes, meetings with government delegation, and other team events.

    Assist in delivery of events and workshops organized by the team, advise to keep them up to date on the recent operational policy, procedures and quality review issues.

    Coordinate agendas for visiting missions and with high officials and external clients.Assist in organizing high level visits.

  • Data and Information ManagementCollect and input data provided by Task Team Leaders into the central database, including processing new project status reports.
  • Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Country Director and / or the Country Management Unit (CMU).

    Maintain a current database of contacts for Morocco.Create and maintain standard distribution lists for each project and cross-verification.

    Maintain up-to-date filing system for Program Leaders and task team leaders (TTLs) based in / outside the country related to correspondences and reports.

    Disseminate in a timely manner the internal and external distribution of correspondences to the concerned parties with the proper electronic filing (WBdocs).

    Provide immediate response to TTLs on projects’ status.Ensure clear communication with clients in compliance with Bank’s guidelines.

    Respond to all inquiries and ensure good communication between CO and Sector Units.Contribute / support the teams for the MENA input and response to the Regional Corporate Scorecard.

  • Other DutiesServe as a back-up to other staff and Task Program Assistants on project and administrative tasks.Perform Analytical tasks as may be requested by the Team Leader and supervisor.
  • Process consultant contracts, consulting firms, ensure the fulfilment of statutory requirements for onboarding, organize their travel arrangements and reimbursements.

    Mentor and guide junior ACS staff if needed.Perform other tasks as requested by the Supervisor.

    Selection Criteria

  • A minimum of a high school diploma and at least 5 years of experience in administrative support functions
  • Excellent IT skills (MS Word, PowerPoint, Excel, Outlook, SAP, IRIS)
  • Excellent organizational, administrative, and time management skills with proven ability to work promptly and efficiently under pressure and meet tight deadlines.
  • Ability to shift gears at short notice to work on a wide range of assignments, remaining flexible and effective with a clear understanding of objectives to be achieved

  • Excellent interpersonal, communication (both written and oral Arabic, French and English) and organizational skills with the ability to work effectively under pressure, handling concurrent activities simultaneously to meet deadlines
  • Effective analytical, research, proven attention to details and problem-solving skills
  • Demonstrated ability to independently respond to extensive and diverse inquiries and make decisions when multiple courses of action are possible
  • Ability to draft routine correspondence (memoranda, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation and style
  • Resourcefulness and proactivity
  • Excellent teamwork / collaboration skills and recognized ability to work effectively in a reciprocal environment
  • Outstanding verbal communication and social skills to interact effectively with a range of contacts internally and externally using maturity, good judgment, tact and subtlety
  • Demonstrated skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally
  • Ability to take personal ownership and accountability to meet deadlines
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