Job Title: Program Assistant
Job Family: Administration
Location: Bangkok, Thailand
Appointment: Local Hire
Job Posted: 04-Jan-2009
Closing Date: 16-Jan-2009
Language Requirement: English (Essential)
Appointment Type: Term (Duration: 2 yrs)
Background / General description
The Program Assistant (PA) will be part of the staff of the World Bank Thailand Country Office based in Bangkok. He/she will work directly with staff in the Bangkok Office and also interact closely with staff based in the Cambodia and Laos Country Offices. The PA will provide the full range of administrative support and primary assistance in implementation of the work program of the team(s) that he/she is assigned to, including specialized support in specific areas, e.g. database management, record keeping systems, preparing progress reports, drafting routine letters, agendas and minutes, etc. The PA will also participate in developing and updating timelines for work, following-up on requests from clients and ensuring timely clearance, and distribution of responses and documents. He/she will serve as an information resource on status of projects/products; obtain, manipulate and present data; maintain and develop organized collections of relevant documentation (electronic and hard copy); and respond effectively to information requests from external clients and partners and from other units within the Bank as and when appropriate. He/she will also efficiently manage logistics arrangements for Bank staff and for Bank-supported processes (e.g. meetings and workshops with partners, hiring of consultants).
The position is subject to local recruitment and local salary scale.
The Program Assistant is a key member of the hub team. She/he carries out the following functions:
a. Office management and support –Serve as a resource of information for all hub personnel on administration, financial matters, etc.
b. Document management and production – Careful, consistent filing is essential. Document logs and tracking systems should be maintained and up-to-date. Familiarity with electronic filing is an asset. The ACS member of the team should also be familiar with advanced word processing, and should be able to produce professional quality documents;
c. Contract management – The ACS will work with the Bangkok team’s operational services unit, which handles contracting for local services. The ACS should be familiar with World Bank procurement procedures;
d. Financial management – Maintaining up-to-date financial records for grants, project budgets and core budget funded activity whenever required by TTLs.
e. Training coordination – The ACS should be the hub’s training manager. She/he should provide logistic support to the staff, consultants and visitors i.e. including transportation services and hotel reservation. Draw up the documents for business trips.
f. Website supervision– The governance website should be monitored to ensure that it is kept up to date and that periodic reports describing its usage are prepared.
g. Perform other duties as required.
h. Serve as back-up to the other ACS staff in the office as needed, and other ad hoc duties that may be as equired qualifications:
• At least Bachelor Degree or equivalent in Business Administration, Economics or other related field;
• A minimum of 5 years of professional working experience in related field.
• Advanced skills in word processing, spreadsheets, database management, and record keeping systems are required;
• Strong analytical skills and demonstrated ability to support technical teams.
• Highly organized, efficient, and accustomed to taking initiatives;
• Ability to work independently with minimal supervision.
• Familiarity with Procurement will be considered an advantage.
• Fluency in written and spoken English.