IFC Hiring For Program Assistant at Singapore Full Time

IFC’s Singapore office is looking to recruit an experienced Program Assistant who will provide a full range of executive support functions to support the Regional Industry Director for Asia and the Pacific region. The Program Assistant’s responsibilities include administrative management and coordination, quality assurance (i.e. documents, processes, etc.), liaison with internal external and external executives, and general research and reference work. S/he will also play a lead coordination role with other Administrative Client Support staff in the Asia & Pacific Region. 

This role requires a motivated and mature individual who can successfully work with teams across departments and geographies.

Responsibilities:

• Responsible for time management and scheduling on behalf of Regional Industry Director for the Asia and the Pacific Region, to include (i) effective prioritizing and resolving related conflicts and competing departments; and (ii) monitoring and communicating changes and other information flow to appropriate staff and IFC stakeholders across the region in a timely manner; (iii) performing desktop research and presentations for speaking engagements, interviews, media and communications etc.  Ensure appropriate follow-through on administrative and support actions, decisions and commitments made by Management by working with parties responsible for implementation.
• Provide full logistical and secretarial support to the Regional Industry Director’s office, including: (i) arranging travel itineraries and schedules; (ii) organizing meeting agendas, preparation of briefing books for senior management visits and knowledge sharing events; (iii) maintaining up-to-date work unit projects and other files on shared drive (both paper and electronic); (iv) providing primary assistance in the implementation of the office’s work program, including task management, filing and database management for record keeping, editorial assistance and other general administrative tasks etc; (v) delegating/crowding in support when required, and providing information to Global and Regional Vice President front office as required.
• Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style.  Using word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution. Incorporating agreed comments into documents, making full use of shared drives and software capabilities.
• Making travel arrangements for the team, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc.  Coordinating with travel agency and other regional offices to ensure that logistical arrangements for the trips are well planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions
• Develop shared tracking tools and disseminate knowledge and best practices to ensure the efficient delivery of administrative and support services.
• Organising office and business-related events and training programmes, including procurement, contract management, processing vendor invoices and purchase orders, F&B catering, invitations, RSVPs, registrations, travel-related and visa arrangements for overseas participants, and coordination with Facilities and IT team on logistical set-up.      
• Tracking assigned task/project steps/timetables, coordinating with relevant staff and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit project and other files (both paper and electronic).
• Participating in regular ACS staff meetings and sharing responsibility with other ACS team members to prepare agendas, chair meetings and share relevant information. Providing updates and follow up on any identified action items.  Promoting cooperation within ACS community and suggesting ways to enhance work organisation and effectiveness.  
• As part of a co-located (World Bank and IFC) office in Singapore and in the Pacific Region works collaboratively with ACS staff across all WBG offices.
• Providing back-up support to other ACS peers in their absence or during periods of heavy workload.
• Undertake any other tasks assigned by Country Manager to support the local office / business needs in the Asia-Pacific region and across IFC.