The Program Assistant will provide support to the Global MAS Agribusiness and Forestry team in day-to-day operations. The Program Assistant should be dynamic, highly motivated, self-starter, and a team player, who will provide quality administrative support to the team.
Roles and Responsibilities:
Provide high-quality administrative and operational support to a team of Industry Specialists and Investment officers within the Global MAS Agribusiness and Forestry team.
Knowledge of IFC guidelines and procedures for project processing; serve as information resource on status of projects.
Ensure effective processing and quality of a variety of documents and correspondence, including appropriate clearances, distribution and filing in iDesk/iPortal.
Organize the travel arrangements and logistics of the team, working closely with Amex, Visa Office and, as necessary, liaising with country offices and external parties.
Oversee and monitor the Time Recording and the Leave and Attendance Systems of the team.
Assist in the planning and monitoring of project-related activities, (i.e., logistical arrangements for regular meetings and client visits, teleconferences and videoconferences, guest passes, etc.)
Support knowledge management activities including assisting with PowerPoint presentations, maintaining a knowledge sharing database; coordinating learning events.
Handling short-notice assignments as advised.
Maintaining schedules, scheduling of meetings (including conference calls and video conferences) and providing relevant background materials for meetings.
Assist senior investment staff in managing their calendar, considering work program priorities.
Taking accurate phone messages, ensuring they are routed in a timely manner to the proper source for response.
Handling the logistics for seminars, workshops; and as appropriate work in collaboration with the KM /front office teams.
Prioritize inquiries and requests received, and channel the same to appropriate team members to ensure timely attention to priority and urgent issues. Achieving effective communication and coordination with the department to ensure tasks are clearly defined; meetings and schedules are properly organized as well as being accessible and respond promptly.
Showing impeccable standards of integrity when handling confidential material.
Establishing good relationship with internal clients, identify and resolve diverse issues.
Assist in editing and formatting reports/presentations using word processing or desktop publishing skills.
Provide basic research support.
Place orders for office supplies through eService’s and maintain its orderly upkeep.
Perform other ad hoc tasks as may be requested.
Selection Criteria:
Preference a bachelor’s degree.
3-5 years of administrative experience, experience with an international/multinational organization preferred.
Excellent interpersonal and Excellent communication skills in English, both written and spoken; high proficiency in presentation, design, and revision.
Fluency in English is a must
Excellent organization and analytical skills and attentiveness.
Proficient in Excel, PowerPoint, Word, and Outlook.
Ability to set priorities and to work with minimum supervision in a flexible manner to meet changing deadlines.
Demonstrated ability to be part of an effective team environment with a high degree of motivation, flexibility, and reliability. Ability to deal tactfully and effectively with staff at all levels.
