Program Assistant

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Global Corporate Solutions

Reporting to the Managing Director and World Bank Group Chief Administrative Officer, Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, and Corporate Services.

About the Unit

GCS Corporate Services (GCSCS) is structured into three main units: (i) Travel and Client Services (GCSTC), (ii) Business Services (GCSBA), (iii) Innovation and Client Solutions (GCSIS), and (iv) Global Business Centers. Within GCSIS, the Integrated Business Solutions team (GCSIB) works with World Bank Group staff to enable the delivery of GCS' Business Services offerings (e.g. Design, Editorial Production, Interactive Media, Printing, Publications, and Translation and Interpretation) through project management, project coordination, and vendor management.

Duties and Accountabilities

Under the supervision of the Senior Manager for Corporate Services, the Program Assistant will be part of the GCS Corporate Services Front Office team and will provide a broad range of administrative and operational support to the Senior Manager and the rest of the management team for Corporate Services. The Program Assistant will also work closely with the Senior Program Officer in the Front Office who oversees front office operations.

Key responsibilities include, but are not limited to, the following:

• Provide high-quality administrative and logistical support to the management team for Corporate Services
• Discreetly handle sensitive and confidential correspondence and information; screen, track, prioritize, and appropriately channel inquiries and requests
• Manage and maintain complex calendars, including scheduling, prioritization, and resolution of conflicts and competing demands
• Assist in preparing briefing materials for missions and meetings, including compiling inputs, formatting documents, and coordinating clearances; support travel logistics such as flight and hotel arrangements, and manage post-trip administrative requirements including documentation, expense processing, and follow-ups
• Coordinate and support the planning and execution of departmental meetings, townhalls, and other events, including logistics such as room bookings, virtual connections, and catering
• Monitor, track, file, and archive correspondence and documents using Bank systems and shared platforms
• Ensure quality control of documents and materials, in line with Bank policies and guidelines
• Support administrative processes and transactions using relevant corporate systems (e.g., travel requests, purchasing, and other administrative platforms)
• Serve as a coordination point within the Front Office, working closely with the Senior Program Officer to support smooth day-to-day operations
• Perform other administrative and ad hoc duties as required