E T Temporary - Program Assistant

The Program Assistant provides comprehensive administrative, operational, and program support to the IFC Country Office in Ghana. The role involves managing calendars, coordinating meetings and events, supporting procurement and travel processes, and assisting with office logistics to ensure smooth day-to-day operations and effective delivery of IFC's work program.

Responsibilities

• Provide full support to the IFC Country Office in Ghana, including administrative, logistical, operational, and coordination support for the assigned department including Operations, Investment and Advisory teams.
• Manage calendars, meeting schedules, mission arrangements, and day-to-day workflow for assigned teams, ensuring priorities are reflected, deadlines are monitored, and follow-up actions are tracked to completion.
• Coordinate internal and external meetings, workshops, missions, client engagements, and office events, including logistics, documentation, meeting materials, participant coordination, and post-meeting follow-up.
• Liaise with internal service units, regional and headquarters teams, visiting missions, government counterparts, private sector clients, development partners, and other external stakeholders, as appropriate.
• Draft, format, edit, and proofread routine correspondence, briefing materials, reports, presentations, meeting notes, and other documents, ensuring accuracy, consistency, proper grammar, punctuation, and alignment with standard World Bank Group formats.
• Maintain and organize electronic and paper files, shared drives, SharePoint folders, contact lists, distribution lists, office records, and other knowledge-management resources to support efficient information flow and institutional recordkeeping.
• Support task teams by tracking assigned deliverables, project milestones, mission schedules, action items, and work program deadlines, and by providing timely information and administrative assistance on project-related matters.
• Provide support for procurement, travel, consultant processing, budget monitoring, invoice tracking, payments, office logistics, and other administrative processes in coordination with relevant service units and under applicable WBG procedures.
• Assist with onboarding, visiting mission support, office orientation, workspace coordination, access requests, and general helpdesk support for staff, consultants, and visitors, as needed.
• Use Microsoft Office, Teams, SharePoint, and other relevant WBG systems to prepare, process, file, and track documents, communications, and administrative requests efficiently and accurately.
• Exercise judgment in responding to routine and non-routine requests, conducting file searches, resolving administrative issues, and escalating matters appropriately when guidance or decision-making is required.
• Contribute to a collaborative, client-focused, and inclusive Country Office environment by supporting office-wide initiatives, communications, knowledge-sharing activities, and other ad hoc responsibilities as needed.

Requirements

• Bachelor’s degree.
• 3+ years of relevant experience in program, administrative, office, or operations support, preferably in an international organization, development institution, private sector organization, or similar multicultural environment.
• Demonstrated ability to provide high-quality support to senior staff and teams, manage multiple priorities, anticipate needs, follow through on tasks, and deliver accurate work within tight deadlines.
• Strong organizational, coordination, and problem-solving skills, with attention to detail and the ability to handle confidential information with discretion and professionalism.
• Ability to work effectively with a wide range of internal and external stakeholders, including government counterparts, private sector clients, civil society, development partners, visiting missions, and World Bank Group staff.
• Strong written and verbal communication skills in English, including the ability to draft, edit, proofread, and format correspondence, reports, presentations, and meeting materials to a high standard.
• Proficiency in Microsoft Office applications, Teams, SharePoint, and relevant office technology and systems; ability to learn and use institutional systems and support colleagues in navigating routine processes.
• Sound judgment, initiative, reliability, and client orientation, with the ability to work independently and as part of a team in a fast-paced office environment.
• Willingness to take on additional ad hoc responsibilities in support of the Country Office’s operational and program needs.

Skills

• Program Support
• Administrative Support
• Office Operations Coordination
• Calendar Management
• Meeting Coordination
• Event Coordination
• Procurement Support
• Travel Coordination
• Microsoft Office Suite
• MS Teams
• SharePoint Development
• Report Writing
• Content Editing
• Proofreading
• Stakeholder Engagement
• Confidentiality Management
• Multitasking
• Time Management
• Client Orientation
• Institutional Systems Usage

Languages

English