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Senior Program Assistant, GPE

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JOB DESCRIPTION

 

Description

 

Are you a very passionate advocate for education? Do you want to make a difference in the lives of children? The Global Partnership for Education Secretariat (GPE) would like to hear from you.
 
Who We Are
 
GPE is a shared commitment to end the world’s learning crisis. It is the only global partnership and fund dedicated entirely to helping children in lower-income countries get a quality education, so they can unlock their potential and contribute to building a better world. We bring together governments, teachers, civil society, donors, United Nations agencies, development banks, businesses and private foundations to transform education systems so that  every girl and boy can have hope, opportunity and agency. 
 
What We Do
 
GPE helps low- and lower-middle-income countries to build stronger education systems so that all children can get the education they need to thrive. We currently support nearly 90 countries where  the needs are greatest and focus on reaching the children who are the most vulnerable, including girls, children with disabilities and those affected by extreme poverty or conflict. Our unique approach works. Since 2002, 160 million more children in GPE partner countries have set foot in classrooms for the first time, more than half of them girls. GPE is also the largest provider of education grants in the global COVID-19 response, providing partner countries with vital resources to ensure that learning can safely continue. 
 
How We Work
 
Now, GPE is working to help governments transform their education systems to get the most vulnerable children in school, improve teaching and learning, and build equitable, inclusive and resilient education systems fit for the 21st century. Between 2020-2025, GPE will support transformative change in up to 90 countries and territories, which are home to 1 billion children. Transforming education is about creating lasting changes and achieving impact at scale. GPE sets  out to deliver this transformative change by convening partners, mobilizing funds and catalyzing  reforms to help partner countries accelerate access, learning outcomes and gender equality. 
 
Raise Your Hand
 
In July 2021, the Global Education Summit put GPE firmly on the path to be fully-funded by 2025, by raising a record US $4 billion from donors for GPE’s Raise Your Hand campaign. At the Summit, Heads of State and Government from partner countries made historic commitments to education financing and GPE also mobilized an unprecedented number of pledges from businesses, private foundations and development banks.
A fully funded GPE would support transformed education systems in up to 90 countries and territories, enable up to 175 million children to learn and help get 88 million more girls and boys in school by 2025. In the longer term, this investment could add $164 billion to economies in GPE partner countries, lift 18 million people out of poverty, and protect 2 million girls from early marriage.
 
Governance And Organizational Arrangements
 
The GPE Board of Directors includes ministerial-level board members and alternates representing 20 constituencies that reflect the Partnership’s breadth. The Board Chair is HE President Jakaya Kikwete and the Board Vice Chair is Dr Susan Liautaud. The Board of Directors, with its three standing committees, provides policy and strategic oversight and approves or delegates funding decisions.
The GPE Secretariat, with 160 employees and hosted by the World Bank, is responsible for translating the policies and strategies set by the Board into practical support for partner countries, coordinating with diverse stakeholders and galvanizing global support for SDG4. The Secretariat’s headquarters are in the World Bank’s offices in Washington, D.C. and the European office is in Paris with a satellite office in Brussels and a support office in Chennai.
 
ABOUT THE TEAM
 
The Secretariat Operations team provides a wide range of support to the GPE Secretariat: human resources, staffing, workforce planning, administrative, work and budget planning, organization design and development, IT systems and knowledge management, and others.  Its mission is to help the organization operate as effectively and efficiently as possible.
 
The position is in the “Secretariat Services” sub-team. The Secretariat Services team mission is to coordinate and improve the efficient management of many of the organization’s internal administrative and planning processes in the areas of human resources, procurement, facilities, risk, policy compliance, and other areas.
 
ABOUT THE JOB
 
This position will be based initially in Paris, France but may be relocated if business needs arise that make it necessary to do so.
 
Description
 
The main responsibilities of this position/role will be to provide a wide range of support to three GPE Managers located in various GPE offices in the role of Executive Assistant.

Selection Criteria

 

10 years of experience, preferably with 5 years of experience supporting Managerial level staff as an Executive Assistant and 6 years in an International Development or Corporate setting. Fluency in French and English is required.
 
Tasks include the following:
 
MANAGER SUPPORT 
 
– Provide, using the highest level of discretion, a wide range of executive assistance and administrative support to three assigned manager(s).   
– Maintain manager’s day to day calendar; schedule meetings/appointments and ensure effective time management and smooth operation, prioritize workflow; independently resolve scheduling conflicts; and remind the manager of important tasks and deadlines. 
– Schedule meetings between manager and government delegations and Ministers of Education and make all arrangements relating to these meetings while always acting professionally and courteous towards delegates
– Plan and coordinate manager’s travel and related logistics, including flight reservations, hotel bookings, visa requests, and submission of travel expenses. 
 
RETREATS
 
– Organize team meetings and retreats; draft notes, handle logistical arrangements- sending invitations, booking conference room, arranging audio and video conferencing (Webex/Microsoft Team/Zoom setup), catering if needed; providing guidance to consultants and visitors re badges; sharing agenda and documentation prior to meetings as required.
– Mentor junior members of the team and share guidance and address queries as needed   
– Delegate tasks, if needed follow up on pending tasks delegated to Program Assistant.
 
OTHER MISC/GENERAL TASKS
 
– Operate with a high level of judgment to provide a wide range of support and act as a delegate to the Admin Team Coordinator, especially in the areas of managing priorities and email traffic, workflow, screening of all in-coming documents, drafting responses and to ensure the smooth delivery of services.
– Liaise with teams/staff for information and follow-up to support and facilitate decision making.
– Assist in organizing training programs for Secretariat services team
– Independently manage and respond to diverse inquiries/requests and channel queries to the appropriate person/s on the team. Additionally, make decisions when multiple courses of action are possible.
– Attend to facilities and Onboarding related requests 
– Maintain an excellent professional collaboration with other teams/work streams within the Secretariat Services Team, with a goal to rigorously keep all records up to date.
– Undertake ad-hoc assignments and provide backup support to other Program Assistants in their absence or during periods of heavy workload.
– Ad hoc activities will be assigned as needed/required. Additionally, all tasks are subject to change based on situations/requirements. 
 
 
Education
High school diploma or equivalent
 
Experience
10 years of experience, preferably with 5 years of experience supporting Managerial level staff as an Executive Assistant and 6 years in an International Development or Corporate setting.
 
Competencies
Accountability & Results Focus –  Manages own work; takes responsibility for own decisions, deliverables and deadlines. Doesn’t let the pursuit of perfection prevent forward progress. Seeks clarity when needed to move work forward. Takes ownership of own mistakes, failures or oversights, and seeks to correct them. Raises issues or differences of opinion that threaten progress.
 
Adaptability –  Has high degree of flexibility – responds to changing circumstances without losing momentum. Learns new skills and performs work in different ways. Remains calm in stressful situations. Professionally deals with personal discomfort in a changing work environment.
 
Collaboration & Teamwork –  Actively collaborates with others and displays and open, helpful disposition. Acts as a teammate, stepping in to support colleagues when asked. Recognizes and values the role of each team in delivering on GPE’s mission. Approaches challenges and obstacles as shared challenges to be overcome.
 
Communication & Interpersonal Skills –  Has experience & success working in multicultural environments. Speaks and writes clearly and effectively, adapting language, tone, style and message to diverse, multicultural audiences. Is able to communicate complex information in succinct and digestible ways. Shares information and keeps people informed; Operates with transparency, in a way that builds trust in a culturally diverse environment. Maintains productive working relationships with colleagues.
 
Planning & Organizing –  Works well independently and in teams. Plans and prioritizes work effectively, making adjustments as needed to accommodate changes. Sets and meets individual deadlines. Ability to work under pressure and against tight timelines, and still deliver high-quality work.
 
Client Service Orientation –  Positive attitude with creative problem-solving skills; flexibility in crafting solutions (within the bounds of relevant policies). Commitment to seeing client issues, problems and questions through to resolution. Strong listening skills; takes the time to fully understand the situation and urgency of client issues and needs. Experience dealing with staff and partners at all levels. Experience handing conflicts and judgment to know when escalation is needed. Discretion and tact in dealing with sensitive issues. Keeps abreast of problems/issues frequently faced by certain clients and responds to them in an informed, knowledgeable and polite manner, following up with them periodically on the resolution of their issues.
 
Knowledge of Policies, Processes, and Systems Relevant to GPE  –  Aware of the policies, processes, and systems governing the work of the Secretariat (including GPE’s and World Bank’s), with deep knowledge of those pertaining directly to one’s own team and work program. Stays abreast of any changes, and shares information to ensure other staff are aware of relevant changes. Maintains a network of related focal points for any questions or needed clarifications. Knowledge of the Secretariat’s organizational and governance structure, and of how the work of Secretariat Services contributes to GPE’s operations and mission.
 
Quantitative and Analytical Skills –  Able to gather, process and organize information and data and respond to demands at varying levels of detail. Able to identify key issues, weigh pros and cons, and make informed decisions. Checks assumptions against facts and evidence.
 
 
BENEFITS FOR THIS POSITION 
 
Term appointments include, but are not limited to, medical benefits, including dental and vision, Staff Retirement Plan, financial assistance program, life & disability insurance, comprehensive leave policy (minimum 26 days/annum) and parental leave policy (50-100 days).  
 
DIVERSITY AND INCLUSION
 
Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with a diverse set of backgrounds from around the globe. 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, creed, race, color, ethnicity, sexual orientation or disability.
GPE has a zero-tolerance policy against all forms of sexual exploitation, abuse and harassment in line with its PSEAH policy.
Individuals with disabilities may be provided reasonable accommodations to perform essential functions of the role and support in receiving other workplace accommodations. Please contact the DAF-Disability Accommodation Fund at [email protected] for further information and support.

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.


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