Program Assistant
Job #:
req35446
Organization:
World Bank
Sector:
Energy
Grade:
GC
Term Duration: 2 years 0 months
Recruitment Type:
Local Recruitment
Location:
Vienna,Austria
Required Language(s):
English
Preferred Language(s):
Russian
Closing Date:
2/5/2026 (MM/DD/YYYY) at 11:59pm UTC
Description
Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group 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. Visit
The WBG supports the Sustainable Energy for All initiative and is committed to working towards accomplishing the initiative's three goals by 2030: i) universal access to electricity and clean cooking fuels; ii) doubling the share of the world's energy supplied by renewable sources from 18 percent to 36 percent, and iii) doubling the rate of improvement in energy efficiency.
The Infrastructure Practice Group is charged with developing sustainable solutions to help close infrastructure gaps in developing and emerging economies. As part of the Infrastructure Practice Group, the Energy & Extractives (EEX) Global Practice (GP) focuses on providing affordable, reliable and sustainable energy to meet the needs of fast-growing economies, ensure universal access to modern energy services for people in client countries, strengthen policy and institutional frameworks to promote transparent and equitable growth of the extractives sectors for public benefit. There is a strong emphasis on private sector resource mobilization and catalyzing financing from commercial and other sources of development and climate finance.
The position is part of the energy unit of the Europe and Central Asia (ECA) region. The region covers 31 client countries with a total population of about 916 million, with a majority living in middle-income economies. The energy unit in ECA (IECE1) manages a large and diverse portfolio of active projects in about 20 client countries, including investments and advisory services supporting the: (a) scale-up of sustainable heating and energy efficiency investments and programs through a range of programs such as credit lines, energy efficiency revolving funds for public and municipal investments, development of energy service companies and support for residential programs; (b) development of national and regional electricity markets in Southeast Europe, Central Asia and Turkey; (c) rehabilitation and modernizations of power system infrastructure, hydropower generation, district heating networks, gas networks; (d) support to decarbonize the energy sector with a focus on renewable energy development and electrification of heating and transport, with accompanying regulatory and transaction support and application of innovative and smart technologies (storage, hydrogen, distributed renewables, smart grid); (e) integrated assessment, planning and development of energy and water sectors, particularly at the sub-regional level in Southeast Europe and Central Asia; (f) implementation of reforms in the areas of achieving structural and regulatory consistency with the Energy Community Treaty (for countries that are signatories), sector governance and tariff transitions; and (g) supporting the development and implementation of air quality improvement plans in affected locations through comprehensive programs addressing the contributing sources of pollution.
The unit seeks a Program Assistant to provide administrative support to the team. The staff member will be based in Vienna, Austria and report to the Practice Manager. As a member of the team, you will provide primary assistance in the implementation of the unit's work program. In that role, you will:
• Provide general administrative support to a subset of the team (Task Team Leaders (TTLs and STCs), coordinate the schedule of meetings and appointments including the preparation of logistical and documentation arrangements as well as operational quality review support.
• Exercise quality enhancement function for all type of documents, adhering to departmental, VPU, and institutional guidelines. Interpret existing procedures and processes, independently determine which one should be used, and applying these appropriately.
• Provide operational support to TTLs on a diverse range of activities related to all stages of the project cycle (identification, preparation, appraisal, negotiations, Board package, supervision, implementation, restructuring and closing.
• Assist TTLs with quality control responsibilities for reviewing each step of the loan as to their format and compliance to the Bank and Regional guidelines.
• Undertake research activities to extract and summarize information for the preparation of loan documents, Technical Assistant and economic and sector work operations.
• Independently, within delegated authority of a task team leader, handle clearance procedures and finalization of documents by ensuring incorporation of necessary amendments.
• Support the Unit team in performing a range of tasks (i.e. performing ad-hoc assignments during heavy workload periods, etc. Back-up for other Program Assistant during their absence and assisting the Task Team Leaders and responding to queries from Senior Management.
• Prepare standard system generated and customized reports such as Portfolio, Trust Fund and ASA reports.
• Ensure appropriate routing of correspondence and other information to relevant staff members; maintain up-to-date distribution lists;
• Make travel arrangements for Unit staff. Task includes flight booking, visa processing, hotel reservation, etc.
• Assist TTLs and teams in inputting information in eConsultant2 and SAP systems for individual and consultant firm selections. Assume quality control responsibility for the input of individual consultants, consultant firms, consultants' trip requests and trip expenses, goods and service contracts, fee claims, administrative services and miscellaneous expense reimbursement requests. Prepare consultant requests and payments (including making travel and hotel arrangements and the submission of SOEs.)
• Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents data.
• Draft general correspondence in English. Proofread, edit, check for grammar spelling, punctuation, and style as required.
• Gain access to SAP system to check, monitor, and update on project milestones. Arrange for video and audio conferences and follow up with country units.
• Provide assistance to ad hoc inquiries regarding standard databases, retrieving and summarizing basic statistics or other data.
Note: This internal requisition is open to WBG and IMF staff only (including short-term and extended term consultants/ temporaries). External candidates are requested not to apply. In case an external candidate applies, their application will not be considered.
Selection Criteria
Attention: \"Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines\"
• Minimum Education/Experience: High school diploma with 7 years of experience or equivalent combination of education and experience.
• A consistent track record of multi-tasking with high quality outputs and high level of proactivity with well tested skills to deliver in a fast-paced environment, with limited supervision.
• Good knowledge of Bank operational policies and procedures, including on investment financing, administrative procedures and follow-up processes.
• Excellent interpersonal and communication skills, with ability to interact with colleagues and partners at all levels, recognized ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information.
• Excellent writing skills.
• Excellent organizational, administrative and time management skills with ability to work quickly, adapt to changing business needs and produce high quality work efficiently under pressure.
• Dedicated team player with excellent organizational skills, ability to prioritize assignments, and willingness to learn about the team's work, to be able to take on additional responsibility.
• Sound knowledge of Bank's software applications Outlook, Microsoft Office Package (Excel, Word, Power Point), and SAP
• Proven personal ethics and integrity; sound judgment and reliability; and resourcefulness and flexibility. A self-starter with positive attitude.
• Effective analytical, research and problem-solving skills.
• Experience with performing Program Assistant functions will be a significant advantage.
• Proficiency in spoken and written English. Knowledge of Russian a plus.
WBG Culture Attributes:
1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.
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.