Program Assistant

at  International Finance Corporation

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. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. For more information, please visit www.ifc.org.
The IFC Vienna team is looking for a highly organized, energized, and experienced person capable of operating effectively in a fast-paced environment to serve as a Program Assistant. The Program Assistant will be an integral part of the Vienna Office Administrative and Client Support (ACS) team. The selected candidate will provide Administrative and client support to the Operational Staff and contribute to the smooth running of the daily operations of the Vienna Office.

• Provide high quality support to IFC Vienna staff, including, but not limited to: scheduling of appointments; preparation of documents; monitoring and up on issues and priorities; handling incoming correspondence and internal and external queries; drafting and handling routine correspondence; organizing travel arrangements as needed.
• Perform basic office functions, including but not limited to, sorting and distributing incoming mail and faxes, answering telephones and receptionist duties, ordering and monitoring office supplies, maintaining unit files & contact databases, photocopying, scanning documents, budgetary tasks, etc.;
• Provide administrative support to staff visiting the Vienna office and assist in preparation and logistical planning for various events (e.g., conferences, meetings, seminars, etc.) in close coordination with other ACS staff;
• The Program Assistant may also be assigned responsibility for some aspect of the unit’s administrative functions.
• Support the team in the smooth running of the office in relation to Office Maintenance and Procurement support;
• Use basic keyboard and word processing skills to assist in preparation of documents, spreadsheets, memos, letters, faxes and electronic mail;
• Act as back-up to other Assistants in the office in their absence or during a busy period;
• Support the team on all communications related activities to promote the team’s work.

Selection Criteria

• Bachelor’s degree with at least 4 years of relevant work experience in a large multinational organization
• Proficiency in office productivity tools (including MS Office, Excel, PowerPoint, Word, Outlook)
• High degree of judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature
• High degree of motivation, initiative, flexibility and reliability
• Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy
• Proven ability to work effectively in a team-orientated, multi-cultural environment, and function as an effective team member in various groups
• Strong written and verbal communication skills to prepare draft communications and ensure quality of written outputs
• Ability to produce high quality work under pressure
• Effective time management and organizational skills
• Fluency in English. Proficiency in German is an advantage.

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.
Learn more about working at the World Bank and IFC , including our values and inspiring stories.
Job ID req30086