Senior Program Assistant

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Description

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The WBG sanctions regime consists of a two-tier system; the WBG Sanctions Board is the second and final tier. The Sanctions Board, an independent administrative tribunal, issues final and public decisions in all contested sanctions cases across the WBG. The Sanctions Board provides transparency and accountability through full and fair de novo review of all sanctions cases contested from the first tier. The Sanctions Board considers additional evidence and arguments from the parties, resolves all evidentiary and procedural disputes, and holds oral hearings.  The Sanctions Board is composed of seven external independent members who are top jurists and development experts. The Sanctions Board members are nominated by the WBG President and appointed by the Board of Executive Directors for a term of up to six years. Sanctions Board members do not report to WBG Management.

The Sanctions Board Secretariat (SBS) is a professional secretariat to the Sanctions Board, which facilitates its decision making and functions as a liaison between the independent members of the Board and other WBG departments. SBS is managed by the Executive Secretary and consists of a legal team which provides legal, strategic, and administrative support and advice to the Sanctions Board. It assists the Sanctions Board in reviewing cases, issuing decisions, holding hearings, facilitating deliberations, and liaising with relevant stakeholders within the WBG and in the international development community.

Duties and Responsibilities:

The Sr. Program Assistant is the sole administrative support position for the Secretariat.  He/she is responsible for providing specialized assistance at the unit level in areas including office administration, case management, hearing preparation, outreach and event planning, knowledge management, database management, and budget monitoring. He/she will be expected to interact appropriately with diverse internal and external counterparts (including the Sanctions Board members, the parties and their representatives, and the offices of Executive Directors, Senior Management, and other relevant units across the WBG), and to handle a wide range of responsibilities with accuracy, speed, discretion, and good judgment. The Sr. Program Assistant must be able to work effectively on his/her own when appropriate, and under close supervision from/in close collaboration with the Executive Secretary and other colleagues as needed.

The Sr. Program Assistant will perform tasks as assigned by the Executive Secretary, and/or other staff in the unit. The Sr. Program Assistant’s duties and responsibilities include, but will not be limited to, the following:

Office Management 

• Provide general office support to the Executive Secretary and other unit staff, with assistance from temporary staff as available, including with respect to coordination with other WBG units, vendors, or service providers; document/information management and distribution; drafting or editing correspondence, meeting minutes, or other documents; managing the Executive Secretary’s calendar, appointments, and files; general scheduling, meetings, and event planning; and following up on key actions or deliverables, including by securing necessary clearances or revisions.
• On budget matters, serve as unit’s liaison with Resource Management (RM) on day-to-day expense tracking and submissions. Contribute to planning and implementation of unit’s efficiency measures. Handle all budget and procurement related tasks, including processing the appointments of STCs and STTs in the Admin Portal; requesting UPI for new STTs/STCs; tracking payment requests and approvals; extending, closing, and modifying appointments; providing budget status update reports; ordering supplies; arranging, booking and managing travel and mission logistics; and handling P-card expenses.
• On travel matters, assist in creating trip requests, coordinating mission travel, and completion of statement of expenses and payment requests in accordance with Bank policies and procedures. 
• On personnel matters, assist in coordination and implementation of unit’s staffing strategies and staffing actions with Human Resources (HR), including the onboarding of new staff. In addition, assist in obtaining appointment letters, other HR paperwork, and visas as appropriate for Sanctions Board members.
• Work closely with the Executive Secretary and other Secretariat staff on other assignments or matters as needed.

Case Management

• Assume primary responsibility for timely and accurate electronic filing of incoming and outgoing correspondence and the parties’ case submissions at each stage of the proceedings. Inform SBS staff of upcoming case pipeline and next steps in the sanctions proceedings of filed cases. Monitor the Sanctions Board’s service account and forward inquiries to relevant colleagues as needed. 
• Support unit staff in managing cases before the Sanctions Board, including with respect to drafting, proofreading, editing, cite checking, formatting, and sending correspondence for the parties and to Sanctions Board members, including hearing notices, session agendas, case pleadings, briefing packages, and other materials. 
• Assist the Legal Analyst in administering the electronic Case Management System (CMS) by inputting, maintaining, and manipulating information for each case submitted and reviewed; and researching and performing statistical analysis of data by retrieving information from the CMS and other publications to track the work and impact of the Sanctions Board. 
• Plan and coordinate travel arrangements, staff coverage, interpretation services, video or audio-conferencing facilities, hospitality, security, and other services and logistical arrangements as needed for each hearing session. Receive and interact diplomatically with the Sanctions Board members, the parties and their representatives, and other counterparts. Troubleshoot throughout sessions to ensure that proceedings go smoothly, without disruptions.

Outreach and Communication Initiatives

• Support outreach efforts to better communicate the role of the Sanctions Board inside and outside the WBG, including through the Sanctions Board’s website, presentations, publications, participation in learning events, and other knowledge-sharing as appropriate.
• Maintain the Sanctions Board’s internal and external websites and ensure current and accurate information regarding Sanctions Board membership, activities, and case-related information. 
• Assist in the preparation and dissemination of communication and outreach materials and products (e.g., Annual Report, newsletters, brochures, articles for posting on the Bank’s intranet and Sanctions Board’s websites, etc.) that are strategic and consistently on-message and focused on themes pertaining to the Sanctions Board.  
• Coordinate logistics, speakers, and training for SBS sponsored events and other internal/external outreach activities.
• Assist with presentations and other materials used by SBS at internal meetings and external outreach events.

Selection Criteria

• Education: BA/BS.  Equivalent combination of qualifications and experience will be considered. Paralegal certificate is a plus. 
• Minimum Years of Relevant Experience: 3 years of pertinent professional experience. Experience as a paralegal is a plus. Previous Bank administrative experience and knowledge of Bank processes and procedures such as SAP, my Travel Card, SharePoint, Admin Portal, eServices, and PCard, preferred. 
• Highly organized. 
• Highly dependable and responsible. 
• Highly attentive to detail. 
• Ability to think critically. 
• Fully proficient computer skills, particularly in MS Word, Excel, and PowerPoint. Website-building and maintenance capabilities also will also be useful.
• Database and document management system experience. 
• Excellent written and verbal communication skills. 
• Proven ability to deliver timely and high-quality work while handling multiple concurrent assignments. 
• Demonstrated experience with complex documentation matters, ability to work independently, and assumption of higher levels of responsibility over time. 
• Excellent interpersonal skills, including a proven ability to deal sensitively with highly confidential documents and in multicultural environments and build effective working relationships with clients and colleagues. 
• Established reputation for integrity, sound judgment, fairness, and discretion in dealing internally and externally.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27530&site=1

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