Program Assistant- Beijing, China

Job #:	120325
Title:	Program Assistant
Job Stream:	Administration
Location:	Beijing, China
Closing Date:	09/30/2012
Background / General description:
The World Bank Group creates opportunity for people to escape poverty and improve their lives. IFC, as the private sector arm of the World Bank Group, focuses on sustainable economic growth in developing countries by supporting private sector development, mobilizing private capital, and providing advisory and risk mitigation services to business and government. The Program Assistant will provide administrative support to the Country Manager who is responsible for managing IFC’s business operations in China and Mongolia.
Duties and Accountabilities:
- Works with high level of discretion and autonomy in providing wide-ranging executive assistance to the Country Manager, as well as administrative coordination within the East Asia and Pacific regional department. This will include, time management and scheduling for Country Manager, incorporating effective prioritizing and resolving related conflicts and competing demands; coordinating preparation of briefing books and presentations for high-level meetings and conferences; managing Country Manager’s travel/visa requirements. - Serves as first point of contact and liaison with an extensive network of internal and external clients at all levels and across different time zones. (Responsiveness and collaboration are key performance measures for this role). - Coordinates and monitors the timely implementation of various work processes and activities thereby ensuring Country manager’s decisions and directives are properly carried out. - Independently responds to extensive and diverse inquiries, prioritizing and making decisions when multiple courses of action are possible. Prepares correspondence on a range of topics and directs queries appropriately for action or follow up by staff in China and Mongolia. - Discreetly handles sensitive and confidential correspondence and information and ensures quality of documents requiring the Country Manager’ approval and/or signature. - Utilizes all relevant computer software to retrieve, maintain and manipulate data for Country Manager as needed. - Organizes logistics and leads for big events. Coordinates support for major conferences, making sure that all aspects and details of the conference are covered. - Collaborates and provides mutual support with members of the China and Mongolia team.
Selection Criteria:
- Minimum of Bachelor Degree with at least five years secretarial experience; - Fluency in spoken and written English and Chinese; - Excellent track record in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally; - Demonstrated extensive experience in coordinating complex tasks and interacting with multiple stakeholders. Strong service orientation, demonstrated good judgment, tact and diplomacy in handling, processing and communicating matters of a sensitive and confidential nature; - High degree of motivation (self starter), ability to operate independently. Good personal initiative and proactive approach; - Effective analytical, research and problem-solving skills; - Excellent written communications capabilities and excellent computer skills (including Lotus Notes, Microsoft Word, Excel, Powerpoint); - Outstanding verbal communication and interpersonal skills to interact effectively with a range of contacts internally and externally; - Proven ability to work effectively in a team-oriented, multicultural environment and function as an effective team member in various groups, task forces, etc; and - Ability to work under pressure.
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