Responsibilities

• Responsibilities and Duties
  The Program Assistant will provide a wide range of administrative, logistical, and operational support to the World Bank Nigeria Country Office.  Her/his duties and responsibilities include, but not limited to:

  Operational and administrative support:

  • Provide hands on support to Program Leaders/Task Team Leaders on all stages of preparation and implementation of World Bank projects and activities according to Bank procedures.
  • Provide comprehensive administrative support to task teams, coordinate workflow and events and act as point of contact and arrange logistics for workshops and conferences.
  • Monitor work program and update milestones. 
  • Draft routine correspondence (standard letters, memos, emails, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation, and style, and proofread materials.
  • Draft minutes of meetings and help in editing large documents.
  • Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Country Director and/or the Country Management Unit (CMU).
  • Incorporate agreed comments into documents, making full use of shared drives and software capabilities. 
  • Process and follow-up on consultant contracts, travel arrangements, draft terms of reference, single source justification.
  • Assist in Preparing and compiling missions Aide Memoires and ISRs.
  • Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.
  • Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports.
  • Keep abreast of the Organization’s directives and ensure effective processing of all project documents.

  Information Management and Client interaction:

  • Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle. 
  • Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office. 
  • Track and report on appropriate aspects of the Team’s operational activities
  • Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.

  Time management & Logistic planning:

  • Arrange working schedule and meeting with counterparts for the visiting teams.
  • Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information. 
  • Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters. Advise teams of approaching due dates under the portfolio and ASA activities. 
  • Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g., conferences, workshops, negotiations, board presentation and signing, etc.

  Other duties:

  • Act as a pre-signature filter for administrative documents, mainly correspondence, to ensure that they comply with administrative writing standards in terms of both form and content.
  • As a member of the ACS Team in the Office, serve as a back-up to other staff and Task Program Assistants on project and administrative tasks.
  • Occasionally perform Analytical tasks as may be requested by the Team Leader
  • Perform other tasks as requested by the Supervisor.