Program Assistant ...

Program Assistant

Deadline: February 6, 2013

Where:

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Details:

infoDev is seeking to hire a dynamic Program Assistant (PA) who will be responsible for a full-range of office support work, including managing processes and monitoring schedules related to the infoDev divisions. Applications due February 6, 2013.

infoDev is seeking to hire a dynamic Program Assistant (PA) who will be responsible for a full-range of office support work, including managing processes and monitoring schedules related to the infoDev divisions.

To apply, send your resume and cover letter to Rachel Fano (rfano@worldbank.org).

Note:  This is a two-year coterminous term appointment.  A re-entry guarantee will need to be secured by Bank staff holding open-ended or regular appointments.

Background/General Description

infoDev (www.infodev.org) is a program of the World Bank which works at the intersection of innovation, technology, and entrepreneurship to create opportunities for inclusive growth, job creation and poverty reduction. infoDev assists governments and technology-focused small and medium sized enterprises (SMEs) to grow jobs, improve capacity and skills, increase access to finance and markets, ensure the appropriate enabling policy and regulatory environment for business to flourish, and test out innovative solutions in developing country markets. We do this in partnership with other development programs, with World Bank/IFC colleagues, and with stakeholders from the public, private and civil society sectors in the developing world.

infoDev is staffed by an expert Secretariat housed in the Financial and Private Sector Development (FPD) Vice Presidency of the  World Bank Group. We leverage our work with complementary programs of FPD and other World Bank Group units, using the following strategic priorities:

  • Facilitate the creation and growth of innovative technology enterprises (particularly SMEs) that in turn, support and lead to the growth of competitive industries;
  • Support the commercialization and adoption of technologies, such as ICTs and climate technologies, by building capacity and skills, providing technical assistance, and enhancing access to finance and markets.
  • Promote sound enabling environments for innovation and technology entrepreneurship to flourish, by disseminating cutting edge research and best practices, connecting communities of practice, building capacity and skills, and convening stakeholders. 

infoDev is a global thought leader in ICTs for development (ICT4D) and in small business incubation for innovative entrepreneurs, start-ups and enterprises. infoDev’s global incubation network spans some 400 incubators in over 100 countries. It connects more than 20,000 small and medium enterprises and has helped create over 270,000 jobs. infoDev’s ICT4D work, in particular, its cutting edge research and analytical products have helped regulators and policymakers around the world create sound enabling environments for ICT access and use to flourish.

infoDev’s work is a continually iterative process. We communicate with our stakeholders on an ongoing basis through communities of practice, surveys and interviews, social media, focus groups, and direct feedback during training sessions. Our analytical work helps frame our work in the field. This adaptive format enables infoDev to build strong partnerships, work with a wide range of stakeholders, coordinate joint action among bilateral and multilateral partners, and deliver innovative programs on a national, regional and global scale. It also allows us to design demand-driven programs that are grounded in the realities of the developing countries we serve.

infoDev’s donors support the use of technology and innovation for development. They see a key role for a strong and robust private sector in growth, development, competitiveness, and poverty alleviation. They believe that access to information and ICTs opens opportunities for inclusive development, across all economic sectors and parts of society in developing countries.

infoDev is currently implementing an ambitious work program, which includes several interesting initiatives:

  • The Creating Sustainable Businesses in the Knowledge Economy Program (CSBKE) is a public-private partnership with the Government of Finland and Nokia. This program explores how to improve the productive capacity of enterprises, particularly SMEs, as engines for sustainable and equitable development. It also evaluates how innovation facilitates development, in areas such as value-chains, policy frameworks, and broader innovation eco-systems. It incorporates a number of creative and cutting-edge activities, such as mobile applications laboratories, social networks, access to finance and market mechanisms for technology SMEs and innovative agribusiness value chains. The program has global components, but its main focus is on Africa, Asia and Eastern Europe and Central Asia (ECA). 
  • The Climate Technology Program (CTP) aims to create a network of Climate Innovation Centers (CICs) to accelerate the development, deployment, and transfer of locally relevant climate technologies. CICs help developing countries innovate technologies and business models that meet local needs and as a result, address climate change mitigation and adaptation issues, as well as meet their “Green Growth” objectives by supporting domestic climate and clean technology sectors for economic development, competitiveness and job creation Services offered by the CICs include financing, technical assistance, market information, policy advice and capacity building. CICs are expected to contribute over 70 innovative climate technology enterprises, generate over 20,000 direct and indirect jobs, and mitigate 1.5-2m tons of C02. A global network of CICs will facilitate and catalyze cross border, south-south, and north-south collaboration, market access and sharing of knowledge and contacts.
  • The Entrepreneurship Program for Innovation in the Caribbean (EPIC) helps growth oriented Micro, Small and Medium Enterprises (MSMEs) in the Caribbean region use small business incubation as a tool to help technology enabled start-up entrepreneurs and grow competitive industries. The capacity of incubator managers and policymakers to support MSME development is an area of focus, as is the special needs of Caribbean women entrepreneurs. The program will also provide seed funding to promising MSMEs to help them successfully scale their operations, in recognition of the fact that access to finance is an important barriers for these enterprises to succeed.

The infoDev team is led by the infoDev Program Manager and includes Program Coordinators (PC), Task Managers (TM) and core program teams. The Program Manager provides strategic guidance, makes linkages between programs and and oversees relations with donors, the Bank and IFC, and other partners. PCs are responsible for overall coordination and delivery of infoDev’s work program, while TMs manage individual projects, activities and thematic areas. infoDev is assisted by a core team handling areas such as operations, communications, resource management and administration.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

Duties and Accountabilities

infoDev is seeking to hire a Program Assistant (PA) who will be responsible for the full range of office support work, including managing processes and monitoring schedules related to the infoDev divisional as well as Program Management Teams’ tasks. 

Main duties will include but not be restricted to:

  • Provide specialized support functions to Program Manager including: Calendar management; Schedule internal and external meetings; Assemble briefing books/background materials for meetings, as appropriate; Coordinate/arrange travel.
  • Assist in recruitment of consultants by initiating eConsultant2 process and coordinate with Task Leader in the preparation of draft Terms of Reference, Selection Memo, input team members, upload documents and follow through on completion of eConsultant2 to the creation of consultant contracts.
  • Arrange travel logistics for infoDev STCs. Coordinate with WB country office on various administrative requirements and on travel security clearances.
  • Provide assistance to the staff in the unit, including STCs, on all issues related to Travel Requests and SOEs in compliance with the
    institutional procedures in effect and provide backup support for traveling staff;
  • Serve as coordinator for LARS and TRS
  • Assist in drafting, editing and finalizing routine correspondence, memos, letters, faxes and various reports and documents, ensuring compliance with World Bank/infoDev correspondence format, and procedures, and proofreading materials using proper grammar, punctuation, and style in English.
  • Use word processing or desktop publishing skills to produce complex text, reports, graphs, presentations, etc. Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
  • Maintain integrity and security of divisional files (physical and electronic) in IRIS and on shared drives;
  • Assist in preparation and logistical planning for various events, e.g., BBLs, conferences, workshops, internal and external meetings, etc. including organizing audio and video conferences.
  • Maintain and update important information such as system distribution lists, the team’s emergency information, organigrams, and other housekeeping lists in close coordination with the FPD and ITE Front Office.
  • Maintaining integrity and security of divisional files (physical and electronic) in IRIS and on shared drives
  • Provide backup support to the other unit ACS when needed
  • Perform other duties as required.

Selection Criteria

  • Undergraduate degree or associate degree combined with some relevant practical experience or equivalent combination of education and experience.
  • Ability to pass relevant Bank tests, as required.
  • Advanced knowledge of highly diverse and intricate work routines, processes and procedures.
  • Advanced working skills in multiple computer software applications (e.g. inter-related word processing, spreadsheets, electronic mail, database and presentation applications).
  • Excellent administrative and interpersonal skills
  • Knowledge of Bank Group administrative and operational procedures and practices, and experience in their application so as to be able to ensure adherence to relevant guidelines and overall quality of outputs
  • Experience coordinating with high-level Bank/IFC staff.
  • Thorough approach to work, accurate and strong attention to detail.
  • Demonstrated ability to self-start and take initiative.
  • Ability to work with, and maintain, confidential information.

Competencies

  • Tasks and Workflow Management - Has good organizational skills, and the ability to work capably in a fast-paced, deadline oriented environment, managing multiple tasks within tight deadlines. 
  • Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems. 
  • Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve
    competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager's calendar). 
  • Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application. 
  • Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives. 
  • Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client. 
  • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so. 
  • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view. 
  • Knowledge, Learning and Communication - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing. 
  • Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to access situation, and make sound judgment on action needed.

The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture, and educational background.  Individuals with disabilities are equally encouraged to apply.  All applications will be treated in the strictest confidence.


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