The World Bank, Malawi , Program Assistant

The World Bank, Malawi Office in Lilongwe is looking for a highly organized, energized and seasoned professional, capable of operating effectively and discreetly in a very demanding fast-paced environment, to serve as the Program Assistant. Under the direct supervision of the Procurement Specialist, the Program Assistant would carry out a range of administrative and Operational functions; as well as provide direct support to the CMU. Program Assistant will assist in maintaining procurement monitoring systems and information data bases (e.g. procurement plans, complaint database, AFR PC dashboard, PS tracking system, etc.) and assists senior staff with monitoring project procurement activities and all procurement clearance processes within the Bank. Report to Country Manager.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year term appointment.

Support the Malawi Country Team to deliver their work program, including Country and Regional strategies, review of board packages, project implementation, database management, information technology, editorial assistance, etc
•Provide administrative support, organize  meetings schedules, coordinate calendar of events for the Malawi Office
•Provide assistance in organizing meetings (including conference calls and video conferences), workshops/conferences and external and internal events; including handling related administrative and logistics arrangements, preparing and assembling materials for meetings and events
•Establish and maintain an effective network of contacts with internal and external clients at all levels in the World Bank Group, Government, private sector, civil society organizations.
•Handle and respond to a range of extensive and diverse inquiries, prioritizing and making decisions when multiple courses of action are possible, prepare correspondence on a wide range of topics for the Procurement Specialist, route incoming communications to appropriate staff and direct queries appropriate for follow up by other team members
•Provide quality control by monitoring documents for accuracy, ensuring adherence to unit and Bank guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence
•Administer and maintain relevant data and filing systems for the project and related activities including a monitoring and tracking system for aspects of the work program
•Identify and resolves diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application
•Assists clients with the publication of procurement notices and award of contracts (in accordance with Bank’s procurement procedures) through client connection. Uploading of PPRs to the operations portal for projects relating to Yemen portfolio.
•Assist PSs in updating the PS tracking system
•Follows up and updates all GPNs/SPNs.
•Conducts initial routine reviews of procurement documents and correspondence, (e.g. draft bidding documents, bid evaluation and award recommendations, contracts, etc.) for timeliness and completeness of the documentation, compliance with basic Bank processes and review requirements, applicability and compliance with the PAD, loan agreement and procurement plan, eligibility, type/size of contract, pre-qualification of bids, bid security, contract conditions and clarity of bidding documents, and highlights problems/issues.
•In consultation with the Task Manager/Technical Specialist, prepares a variety of standard procurement correspondence (e.g. no objection requests, notification of award, requests for internal clearance, routine reminders and follow-up actions, etc.); provides a first level recommendation to Task Managers and Procurement Specialists on modifications to bidding documents, acceptability of evaluation reports and eligibility for the financing of goods, works and services consistent with individual project procurement agreements and objectives
•Enters forms 384, logs and fills out all procurement documentation in accordance with Bank procedures.
•Handles a variety of informational requests from Bank staff, staff from other agencies, donors, consultants and borrowers, and drafts standard communications on procurement for Borrowers and for internal Bank use.
•Occasionally supports Task Managers and Technical Specialists during project preparation and appraisal in the drafting of parts of procurement sections for the relevant reports.
•Participates in supervision missions as requested. Collects procurement information as assigned and participates in or reviews Procurement Post Reviews reports.

A minimum of college diploma in Secretarial studies or Office Management
•At least 5 years of relevant experience in a large international or service or private sector organization
•Proficiency in using advance functions of standard computer applications and adaptability to use state-of-the-art software
•Knowledge of and ability to execute business processes involving diverse and work procedures related to the processing and production of assigned outputs in a timely manner
•Ability to retrieve reference materials from various sources and pulling the information together in a useable format
•Proficiency in English (verbal and written) and effective time management and organizational skills
•Ability to follow through on team priorities in the absence of the team leader and respond to requests for information. Also ability to adapt to changing business needs by continuous learning/training
•Committed team player with demonstrated inter-personal skills and ability to work effectively in a multi-cultural/disciplinary environment and able to produce high quality work under pressure
•Pass relevant Bank Group tests (i.e. language and computer applications) which will be a requirement during the recruitment process

Competencies
•Good knowledge and understanding of procurement processes/practices and their application to Bank Group operational work.
•Knowledge of operational policies and procedures for investment and adjustment operations, including disbursement and legal policies and procedures as they relate to procurement work.
•Ability to conduct preliminary review of basic procurement documents and identify problems and inconsistencies.
•Thorough knowledge and use of relevant computer software , including advanced functions of Bank standard computer applications, and the ability to help organize and to operate data and information retrieval systems.
•Strong communication skills with ability to prepare, present and discuss findings in written and oral form.
•Ability to function effectively in multi-disciplinary teams within a matrix management environment.
•Knowledge of FCS (Fragile and Conflict-affected Situations) Context - Applies a foundational knowledge of fragility, conflict and violence to operations and analytical tasks including the impacts of violence and conflict, polarization of state-society relations, diminished client capacity, relevance of partnerships, etc.
•FCS Behavioral Skills - Quickly adopts the mind-set needed for success in FCS settings: adaptability, resilience, determination, sound judgment, etc.
•FCS Operational Skills - Implements a pragmatic approach to FCS operations. Avoids overly complex solutions in favor of approaches that are fit to FCS.
•Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
•Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
•Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
•Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.

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