Program Assistant

Program Assistant Job #: req33148 Organization: World Bank Sector: Administration/Office Support Grade: GC Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: Singapore,Singapore Required Language(s): English Preferred Language(s): Closing Date: 5/27/2025 (MM/DD/YYYY) at 11:59pm UTC

 Description

Do you want to build a career that is truly worthwhile? Working at the World Bank provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org.

The Infrastructure Practice Group:
 
The Infrastructure Practice Group is charged with developing sustainable solutions to help close infrastructure gaps in developing and emerging economies. We help countries address their unique infrastructure needs by working with the public and private sectors. Infrastructure improves lives by connecting people to opportunity. For more information: https://www.worldbank.org/en/topic/infrastructure

The East Asia and Pacific Region (EAP) and the EAP Regional Infrastructure Department (IEADR):

The EAP region serves 22 client countries with a total population of about 2 billion. Clients range from large IBRD countries such as China, Indonesia, Vietnam and the Philippines; to smaller IDA countries (or IDA/IBRD blend countries) such as Cambodia, Laos, Mongolia, several Pacific Island states, Papua New Guinea and Timor-Leste. The EAP region presents a dramatic illustration of the global dynamics, opportunities and risks of the 21st century. EAP has made spectacular progress towards achieving the WBG’s twin goals, eliminating extreme poverty and boosting shared prosperity – extreme poverty declined faster than any other region and the income of the bottom 40 percent increased substantially. Such a rapid transformation has made EAP one of the most dynamic regions in the world. However, it also faces significant challenges such as managing the largest shift in rural-to-urban population in human history, coping with rising inequality, addressing large infrastructure gaps, dealing with climate change, and building human capital. 

The EAP Infrastructure Department (IEADR) is responsible for project lending and policy advisory work in the energy, transport and urban related climate action and private capital mobilization space for the EAP Region. The department presently comprises an energy and extractives unit (IEAE1), a transport unit (IEAT1) and two Urban units (IEAU1 and IEAU2).

Urban Global Practice Context: 

Urbanization is the defining phenomenon of the 21st century and government investment priorities are shifting as a result. As cities grow, so does their exposure to natural disasters. Increasing population and wealth lead to an expansion in the quantity and value of the building stock and infrastructure. The risk that growing cities face may further be exacerbated by haphazard and unplanned development. Matters of land are core to effective urban development and relate to how communities, families, public and private sector get access to land and how their rights are administered, managed, and altered. GPURL supports World Bank investments, technical assistance, and analytical work in the fields of urban development, disaster risk management, and land management. 

Within GPURL, the Urban, Resilience and Land unit in East Asia and Pacific Region consists of two units: EAP Urban 1 (IEAU1) covers Indonesia, Timor-Leste, Thailand, Myanmar, Papa New Guinea and the Pacific Island Countries, with a team highly decentralized in Singapore, Washington DC, Jakarta, Sydney, Port Vila, Yangon, Hanoi, and Bangkok. EAP Urban 2 (IEAU2) covers Philippines, Malaysia, Viet Nam, Cambodia, Lao PDR, China, Mongolia, and Korea, with a highly decentralized team in Singapore, Washington DC, Seoul, Beijing, Hanoi, and Manila. 

For more information: https://www.worldbank.org/en/topic/urbandevelopment or  https://worldbankgroup.sharepoint.com/sites/WBSUR

URL Competencies

We are seeking two highly motivated and organized Program Assistants to provide administrative and operational support to the IEAU1 and IEAU2 units, respectively. The positions share similar responsibilities and offer the opportunity to contribute to the effective delivery of unit priorities. The division of labor between the two assistants would be decided in close coordination between the PMs, and might be adjusted as needs evolve going forward.

Duties and accountabilities: 

The Program Assistant’s key responsibilities include:

• Administrative Coordination: 

- Provide comprehensive administrative support to the EAP Urban Practice Managers (PMs), ensuring the efficient operation of the unit’s front-office, effective workflow management, and priority setting.
- Manage the PMs’ calendars, travel, and visa arrangements, ensuring all required documents are prepared in advance. Proactively resolve scheduling conflicts, screen and prioritize incoming requests, and monitor activities to ensure timely follow-up on key issues and priorities, exercising sound judgment and discretion.
- Review and ensure the quality, completeness, and compliance of documents and correspondence submitted to the PMs for signature, decision, or action, in line with institutional standards, formatting, and administrative guidelines.
- Oversee general office administration, including managing office supplies for Singapore-based staff, maintaining unit distribution lists, and organizing files and records to support smooth day-to-day operations.
- Serve as TRS and LARS coordinator.
- Act as a key point of contact for unit’s front-office administrative matters, providing timely and professional responses to internal and external inquiries.

•  Program Monitoring: 

- Prepare program status reports, support the Unit’s Quality Assurance Team by assisting in tracking program activities and milestones, follow up with task teams on key deadlines, and ensure timely completion of required actions.
- Assist in preparing presentations and other materials for program meetings and updates.
- Provide support as required on corporate tasks originating from INF VPU, INF Regional Director, GPURL Director, EAP RVP and Operations Policy and Country Services (OPCS) department.

•  Budget Monitoring:

- Prepare budget status reports, support the Resource Management (RM) Team by assisting in tracking key financial components, including staff cost recovery, time reporting discrepancies, travel expenses, and overall consultant-related expenditures. 
- Assist with budget realignment and reposting activities for unit-led tasks, in coordination with RM.

• Operational Support: Support Task Team Leaders (TTLs) in project roadmap activities, including preparing Grant Funding Requests and related program grant reports.

• Procurement Support:

- Facilitate the contracting process for Short-Term (ST) consultants and firms, including submissions in the Admin Portal/WBGeProcure RFx Now.
- Monitor consultant deliverables, process payments, and ensure contract-related actions (e.g. extensions, amendments, and closures) are completed in a timely and accurate manner.

• Travel Coordination: Support TTLs in managing travel arrangements for ST consultants, including processing Travel Requests and Statements of Expenses.

• Event and Meeting Logistics: Handle logistics for events, meetings, knowledge-sharing sessions, and unit-wide activities (e.g., retreats), including bookings, catering, and technology setup to ensure seamless execution.

• Advisory Support: Provide guidance to staff on procedural updates and ensure adherence to World Bank policies and guidelines.

• Recruitment & Onboarding Support: 

- Support HR recruitment processes by scheduling interviews and organizing necessary logistics. 
- Coordinate logistical arrangements for onboarding new staff, including submitting requests for office space, office IDs, IT resources, and other necessary arrangements.

• Other Duties: Perform additional tasks and responsibilities as assigned by the PMs.

Selection Criteria

• Education and Experience:

- Bachelor’s degree in administration, business management, or a related field.
- Have 5 years of relevant experience, preferably with international development organizations working in an English language environment.
- Previous experience in a Program Assistant or similar role, preferably supporting managerial-level staff.

• Administrative Skills:

- Familiarity with internal World Bank’s administrative and operational policies, procedures, and systems (e.g. SAP, Operations Workspace, Admin Portal, WBGeProcure RFx Now, and Standard Reports) is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is strongly preferred.
- A demonstrated ability to contribute to process improvements and streamlining administrative tasks is an advantage.

•  Interpersonal and Communication Skills:

- Exceptional communication and interpersonal skills, with the ability to engage tactfully and effectively with diverse stakeholders in a multicultural environment.
- Strong judgment and discretion in handling sensitive and confidential information.

• Personal Attributes:

- A proactive self-starter with a positive attitude, excellent organizational skills, and sharp attention to detail.
- Proven ability to multitask and prioritize effectively in a dynamic, fast-paced environment while maintaining high-quality standards.
- A collaborative team player, eager to learn, take on new responsibilities, and contribute to team success.
- Commitment to ethical practices, integrity, and fostering a cooperative and inclusive team culture.

• Work Authorization:

- The candidate must have a legal right to work in Singapore, such as Singapore citizens or permanent residents, to be eligible to apply for this position.

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.