Program Assistant

Job #: req25798
Organization: World Bank
Sector: Administration/Office Support
Grade: GC
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Lilongwe,Malawi
Required Language(s): English
Preferred Language(s):
Closing Date: 1/30/2024 (MM/DD/YYYY) at 11:59pm UTC


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 consists of two entities – the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). It is a global development cooperative owned by 189 member countries. As the largest development bank in the world, the World Bank provides loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries, and coordinates responses to regional and global challenges. Visit www.worldbank.org

The World Bank Malawi Country Office (CO) is looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as a Program Assistant. The Africa Region attaches importance to creating a supportive work environment, based on the values of teamwork, transparency, trust, client service, and professional excellence. The overall purpose of the assignment is to provide administrative, logistical and operational support to the World Bank Malawi Country Office.

Roles & Responsibility 

The Program Assistant duties and accountabilities include, but are not limited to, the following:

Operational and administrative support:

The selected candidate will be assigned to support a set of sectors, as well as for tasks associated to the Unit’s overall work program for which ad-hoc support may be needed from time to time. The Program Assistant will be expected to:

  • Work on interpreting existing procedures and processes, independently determine which should be used, and apply these appropriately.
  • Extensively coordinate with other World Bank Group (WBG) units, and frequently liaison with team members regardless of location, and with external counterparts.
  • Provide primary assistance in the implementation of the unit’s work program, including some specialized support in a specific area(s), e.g. task management, procurement, database management, knowledge management, information technology, etc.
  • Work regularly and substantially in more than one language, to include translating/drafting a variety of standard documents, applying effective proofreading and grammar skills in English.
  • Identify and resolve diverse issues/problems as they arise, while following and independently applying existing procedures and processes.
  • Suggest ways to enhance work organization and effectiveness.
  • Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, Vice-President Unit (VPU) and institutional guidelines.
  • Participate in developing project/product timelines, using appropriate software.
  • Attend meetings, draft minutes, and ensure timely clearance and distribution.
  • Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and draft a variety of standard project-related correspondences.
  • Monitor task budget/trust funds for specific projects on behalf of the team.
  • Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data.
  • Participate in mission field work as required.
  • Coordinate schedules taking priorities into account, monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the WBG.
  • Assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
  • Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
  • Maintain up-to-date work unit project and other files (both paper and electronic).
  • Responsible for submitting travel requests, following up on approvals, and arranging bookings through designated office travel agent.
  • Mentor less experienced staff.
  • Undertake ad-hoc assignments and provide support to other staff in the unit as required.

Selection Criteria

  • Bachelor’s degree with 4 years of experience or equivalent combination of education and experience.
  • Prior experience in administration assistance in multi-national or international organization is preferred.
  • Excellent command of written and spoken English, including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials.
  • Effective time management and organizational skills
  • Ability to retrieve reference materials from various sources (e.g. databases or other filing systems, Internet, etc.)
  • Demonstrated initiative and resourcefulness.
  • Proven ability to build relationship and interact positively with senior counterparts in the public and private sectors.
  • Committed team player with good inter-personal skills and ability to work effectively in a multi-cultural environment.
  • Ability to produce high-quality work under pressure.


Technology and systems knowledge – Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills as technology.

Project and task management – Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.

Institutional policies, processes, and procedures – Demonstrates knowledge of own department’s programs and products, knows key players, understands own role.

Displays understanding of WB Job Details policies and procedures relevant to the area of assigned responsibilities and is able to apply/implement them.

Versatility and adaptability – Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.

Client Orientation – Exhibits positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.

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 – Has good knowledge of official unit’s language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit.

Business Judgment and Analytical Decision Making – Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries

Applications should be sent in English.

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.