Senior Program Assistant

Senior Program Assistant

Job #:

req35111

Organization:

World Bank

Sector:

Administration/Office Support

Grade:

GD

Term Duration: 4 years 0 months

Recruitment Type:

Local Recruitment

Location:

Vienna,Austria

Required Language(s):

English

Preferred Language(s):

German

Closing Date:

12/23/2025 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? The World Bank Group is a unique global partnership of five institutions working to end extreme poverty and promote shared prosperity on a livable planet. We collaborate with public and private sector partners to address complex development challenges across 189 member countries and more than 120 offices worldwide. For more information, visit 
Unit Context: The World Bank Group's Office in Vienna is the largest in the Europe and Central Asia (ECA) Region, hosting over 300 staff from the World Bank, International Finance Corporation (IFC), and the Multilateral Investment Guarantee Agency (MIGA). The World Bank Division Director for the Western Balkans also serves as Head of Office. To ensure efficient operations, the Vienna Office is seeking a well-organized, proactive, and detail-oriented Senior Program Assistant who will report to the Division Director and be part of the office management team. 
Duties and accountabilities: 
Office Procedures and Guidelines

• Support the development, implementation, and regular updating of the Vienna Office Operational Guidelines in coordination with relevant units and specialists.
• Manage the Bank distribution lists (DLs) and Office Directory, in collaboration with relevant staff.
Office Administration

• Monitor space allocation in coordination with HR, Global Mobility, RFP, and office management
• Support strategic planning, monitoring, and implementation of staffing footprint, office space allocation, and resource optimization. 
• Coordinate space planning and equipment needs, including new staff onboarding, office moves, hot-desking, space allocation, office reassignments. 
• Develop and maintain monitoring tools for office space planning.  
• Prepare quarterly VAT refund claims in close coordination with BPS.
Facilities and Vendor Management

• Oversee all ad-hoc repairs, upgrades, and improvement of office facilities and ensure satisfactory appearance and functionality of office premises. Liaise with building management, vendors, and relevant staff as needed to ensure quality and timely resolution.
• Oversee day-to-day office operations and outsourced services, including housekeeping, office and kitchen supplies, asset management and disposal, etc. 
• Provide day-to-day oversight of office reception and conference facilities; conduct regular inspections to ensure functionality of lighting, audiovisual equipment, and amenities.
• Collaborate with the GCS Project Manager, architect, and building management on office expansion, renovation, and alteration projects, providing input on functionality and design to ensure alignment with WBG standards and operational needs. 
• Maintain asset management programs for WB office equipment, furniture, and fixtures, ensuring compliance with disposal guidelines. 
• Develop procurement plans and facilitate cost-effective acquisition of office-related goods and services.
• Conduct regular inspections of storage areas and coordinate cleaning and recycling of outdated materials.
• Perform other tasks assigned by the Director for the day-to-day office to run efficiently. 
Event Coordination

• Support and, where appropriate, lead office-wide initiatives and social events aimed at strengthening a cohesive office culture, e.g., office picnic, holiday party, etc.
• Coordinate office-wide and department-wide events, meetings, and knowledge-sharing activities.

Note: This internal requisition is open to WB 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

• A minimum of high school diploma with 10 years of relevant experience or bachelor's degree with 5 years of relevant experience.
• Experience in office administration, facilities management, or program support roles.
• Experience working under pressure with a demonstrated capacity to multi-task, handle concurrent activities, and establish priorities.
• Excellent interpersonal and teamwork skills - ability to effectively deal with staff at all levels.
• Excellent communication skills in English (both oral and written), with the ability to draft a variety of correspondence, proofread, and edit materials.  
• Proficiency in relevant computer software systems (e.g., MS Office Tools, Webex, Teams, LARS, Travel, etc.) and willingness to learn new programs and applications as needed.
• Preference for local candidates authorized to work in Austria without employer sponsorship. Internal applicants may apply per existing guidelines.

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.

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