Program Assistant

Program Assistant

The Program Assistant will join the Regional World Bank Group Regional Hub Office in Riyadh and will support the administration of the GCC KSA operational tasks and country office functions. The role focuses on providing administrative support, coordinating meetings, managing documents, handling travel requests, and delivering data and correspondence for the Regional Hub management team.

• Provide administrative assistance at various levels, including organizing meetings, conference calls, video conferences, workshops, and conferences; handle administrative and logistic arrangements, prepare and assemble meeting materials, send invitations, and follow up.
• Offer day‑to‑day assistance to selected Practice Managers on an as‑needed basis.
• Prepare, review, edit, and format project documentation according to Bank and Regional guidelines; maintain a coherent filing system ensuring all documents are properly filed and referenced.
• Participate in developing project/product timelines using appropriate software.
• Respond to and handle a wide range of inquiries, prioritizing and making decisions when multiple courses of action are possible; prepare correspondence on a range of topics.
• Provide administrative support and organize meeting schedules for task teams and visiting missions before and while they are in country.
• Manage internal and external inquiries related to project status in the absence of task team leaders and members.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Extract, monitor, and report on disbursement data for active projects.
• Translate short documents between English and Arabic relevant to the team’s work (reports, memos, articles, etc.).
• Organize and maintain the filing system in the appropriate filing setup.
• Process all travel requests for relevant consultants working in the CMU.
• Draft routine correspondence, proofread materials using proper grammar, punctuation, and style.
• Record, disseminate, and track all correspondence and minutes of meetings.
• Coordinate schedules, monitor changes, and communicate information to staff inside and outside the immediate work unit, including officials outside the Bank Group.
• Undertake ad‑hoc inquiries, investigate standard and non‑standard databases, identify and research various sources of information, retrieve, manipulate, and present data.
• Undertake CO‑support duties as assigned by the Program Manager.
• Undertake ad‑hoc assignments and provide support to other staff in the unit as required.

Attention: Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• Minimum education:
  
  Bachelor’s degree.
• Minimum of 2–5 years of relevant experience.

• Technology and Systems Knowledge – Demonstrates advanced knowledge and experience working with Microsoft Office applications (Excel, PowerPoint, Word, etc.) and maintains up‑to‑date technical skills; provides customer service in a technological context.
• Project and Task Management – Exhibits good organizational, problem‑solving skills and the ability to work competently with minimal supervision; demonstrates attention to detail and quality; manages multiple tasks and meets agreed schedules.
• Institutional Policies, Processes, and Procedures – Demonstrates knowledge of own department’s programs and products, understands key players, and applies WB Job Details policies and procedures relevant to the area of assigned responsibilities.
• Versatility and Adaptability – Demonstrates flexibility, is receptive to new solutions, stretches own capability, and shows motivation to drive change.
• Client Orientation – Exhibits a positive and professional client‑service attitude; understands clients’ needs and completes tasks professionally.
• Drive for Results – Takes personal ownership and accountability to meet deadlines and achieve agreed‑upon results; demonstrates personal organization.
• Teamwork (Collaboration) and Inclusion – Collaborates with other team…