Description
IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2022, IFC committed a record $32.8 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises. For more information, visit www.ifc.org.
The Georgia Tbilisi office in Europe Region is currently seeking a highly motivated, well-organized and independent Senior Program Assistant to support the expanding IFC Tbilisi Office and the South Caucasus team. The successful candidate must have excellent interpersonal skills and ability to manage all administrative activities of the office, as well focusing on establishing systems to plan and manage the Tbilisi Office and coordinate the administrative and support services. The position ensures that the Tbilisi Office and CEU Department in Europe Region operate efficiently, comply with IFC processes, and maintain a productive and respectful work environment. It oversees the local Administrative Corporate Services (ACS) team in Tbilisi Office and coordinates with ACS team in South Caucasus and Europe. The position is based in Tbilisi, Georgia.
Duties and Accountabilities:
Duties and responsibilities include but are not limited to the following:• Manage and support the Regional Manager for South Caucasus’ office. Calendar and travel arrangements. Implement general office procedures and guidelines to ensure smooth functioning of the Tbilisi Office. Support quality control efforts ensuring adherence to unit and World Bank Group guidelines and standard procedures in preparation of documents/briefs for Senior Management. Assist in editing, formatting, production of documents/correspondence, power point presentations and excel sheets. Independently prepare, coordinate, monitor correspondence and ensure that relevant background materials are available (for meetings) and deadlines are met.• Screen, track, prioritize, and appropriately channel all inquiries, requests, and telephone calls to ensure timely attention to issues. Independently respond to extensive and diverse inquiries; make decisions when multiple courses of action are possible. Provide consistent and timely monitoring and follow-up on workflow to the Regional Manager. Assist in preparation and setting up of meeting schedules.• Establish and maintain an effective network of contacts, both inside and outside the unit, to ensure effective cooperation in support of front office needs.• Interact with an extensive network of contacts at the most senior level (both internal and external visitors, dignitaries, high level government officials (ministers, and deputy ministers).• Provide support to the Regional Country Manager to manage the IFC Tbilisi Office and handle administrative aspects independently. Liaise with the WBG office assistants. • Establish and implement general office procedures and guidelines to ensure a smooth flow of administrative work and operation of the office.• Conduct market and company research and draft Integrity Due Diligence reports for investment and advisory services.• Manage Admin portal: create Purchase Orders, hire or extend short term consultant contracts, procure goods and services.• Coordinate all financial transactions, maintain petty cash.• Handle official functions, events and VIP visits with minimal supervision. Provide support to the management team during preparation and implementation of such events in Tbilisi. • In coordination with the Facilities team support all office space planning and equipment issues (e.g., new staff, office moves, space allocation, office reassignments, etc.).• Handle other ad-hoc duties as assigned by the Regional Country Manager. • Act as a IFC Security Focal Point in Georgia, supporting regional South Caucasus Security Specialist. Develop and maintain Contingency Plan for IFC in Georgia.• As office key point of contact with HR, coordinates closely with HR colleagues on a range of issues, including internal/external recruitment of ACS staff (and in some instances consultants/temporary staff), review of job posting/grading/selection communication/processes, follow-up on contract expirations, extensions, salary increases and other personnel actions.• Perform a role of the Onboarding Coordinator for newly hired staff. Liaise with relevant teams in other departments (IT, HR) for resolving any issues the new hire may have.• Manage the Tbilisi ACS team to ensure that ACS resources are allocated effectively and efficiently to provide administrative support to IFC staff in the Tbilisi office. • Coordinate with the South Caucasus ACS IFC team and the IBRD ACS team and strengthen the systems of mutual cooperation and support (information exchange, back-up during leave, data bases etc.) and arrange regular meetings with the ACS team.
Selection Criteria
• Minimum requirement is a High School Diploma and minimum 10 years of relevant work experience, or equivalent combination of education and experience.• Experience working under pressure with a demonstrated capacity to multi-task, handle concurrent activities, and establish priorities.• Demonstrated excellent analytical, administrative, and organizational skills, with attention to detail and accuracy. Sound judgment, resourcefulness, reliability, and high degree of adaptability.• Excellent time management skills; ability to independently prioritize and multi-task. Flexibility in own schedule to accommodate unexpected work demands. • Proactive attitude and adaptability as well as ability to anticipate and resolve issues.• Working knowledge of relevant policies and procedures, particularly IFC Facilities, IFC Finance/Budget, and World Bank Group Procurement. • Proven ability to work independently and constructively in a fast paced and rapidly evolving business environment.• Excellent interpersonal and teamwork skills - ability to effectively deal with counterparts at all levels. Responsiveness to client needs and to feedback. Positive and proactive attitude.• Professional demeanor and high level of discretion and judgement in handling sensitive and confidential matters.• Commitment and motivation with ability to work effectively in a multicultural and multidisciplinary environment.• Excellent communication skills in English and Georgian (both oral and written), with the ability to draft a variety of correspondence, proofread, and edit materials. Good understanding of the Georgian working, social and cultural environment.• Advanced user skills of standard computer applications and proficiency in MS Office tools (including Words, Excel, Power Point and Remote Work tools and apps). Willingness and facility to learn new programs and applications as needed.• Experience and ability to lead other ACSs including drivers.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
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This vacancy is archived.