Program Assistant / Transaction Specialist Job #: req34385 Organization: World Bank Sector: Administration/Office Support Grade: GC Term Duration:ย 3 years 0 months Recruitment Type: Local Recruitment Location: Cap Haitien,Haiti Required Language(s): English Preferred Language(s): French Closing Date: 10/3/2025 (MM/DD/YYYY) at 11:59pm UTC
Description
Do you want to build a career that is truly worthwhile? 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. For more information, visit www.worldbank.org
Regional Context
The World Bank Group serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle-income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, deep inequalities persist in most LCR countries, with nearly a quarter of the Region's people living in poverty. The Bank's strategy in LCR is focused on five pillars: (a) stimulating growth and improving competitiveness; (b) reducing poverty and inequality; (c) making governments and institutions work for people; (d) providing a platform for tackling global issues (climate change, trade, disease, migration); and (e) reducing risk, whether from extreme weather events, climate change, crime, and violence, or other. During the ongoing COVID-19 crisis, LCRโs strategy is being adjusted to help counties respond to unprecedented health and economic crisis by saving lives; protecting poor and vulnerable people; ensuring sustainable business growth and job creation; and strengthening policies, institutions, and investments. The Bank will support countries in pursuing a green, inclusive, and resilient recovery.
CMU and Country Office Context
The Caribbean Country Management Unit (LC3 CMU) covers 19 countries, with a total population of about 18 million people, ranging from Sint Maarten (40,000) to Haiti (11 million). The CMU and key staff, including the Country Director and Operations Manager, are based in Kingston, Jamaica. Additionally, the CMU has a Country Office (headed by a Country Manager) in Cap Haitien, Haiti, and a Country Office (headed by a Resident Representative) in Guyana. A Caribbean CMU anchor unit represents the CMU in Washington, D.C. and supports the overall work program.
In collaboration with Global Practice Groups, the LC3 CMU supports the development priorities of Caribbean countries through financing (IDA, IBRD, trust fund) and knowledge services and also provides reimbursable advisory services in Overseas Countries and Territories. The active program includes a portfolio of 72 projects with commitments of $2.6bn in IBRD, IDA, and recipient-executed trust fund financing and 49 advisory services and analytics (ASA) products.
The World Bank Haiti Country Office (LCCHT) is a medium-sized office with about 40 staff. LCCHT is part of the Caribbean Country Management Unit (LC3 CMU) and is responsible for overseeing the World Bankโs program in Haiti which, with an active portfolio of $1.3bn in IDA, representing approximately half of the Caribbean Program. LCCHTโs responsibilities include country strategy formulation and implementation, portfolio management, policy dialogue, and country relations. The unitโs goals are to ensure that: (i) the Bankโs program is carried out in a clientโresponsive manner which is relevant to the development challenges facing Haiti, (ii) the program can be realistically carried out within the unitโs budget parameters while meeting the Bankโs quality standards; and (iii) this program generates the intended development impact. The Haiti Country unit works closely with sector teams in the Bankโs Global Practices to ensure a successful delivery of the Haiti work program.
LCCHT is seeking a Program Assistant (PA) to deliver comprehensive administrative and office support across the unitโs work program. The PA will report to the Country Manager, work closely with in-country office staff, and liaise frequently with colleagues at Headquarters and in Country Offices, as well as external counterparts. The successful candidate will also support the RM/Transactions team in the overall management and administration of the Country Office. Tasks detailed in this TOR may vary according to the support needs and requirements of the CMU activities.
Role & Responsibilities:
The Program Assistantโs duties will include, but are not limited to:
Planning
โข Check invoices and bills from vendors and prepare payments for purchase of services and goods;
โข Ensure vendors provide remittance information for payments and that this documentation is properly archived by the hiring unit;
โข Consult with clients inside and outside the Bank to effect timely payments and resolve accounting related issues under the guidance of the Finance Analyst.
Transacting
โข Create ePayables requests for consultants and vendors, within the SAP framework;
โข Process e-banking transactions, file accounting documents, and call vendors for data accuracy;
โข Follow up on payment issues;
โข Communicate with Manager/TTL to gather all required information pertaining to contract creation and ensure requirements are met;
โข Enter and process requests for payment to vendors for all contract types;
Controlling
โข Adhere to ex-ante and ex-post controls related to travel, consultants and procurement of goods and administrative services, including providing supporting documentation to Auditors as requested;
โข Adhere to record retention policies regarding commitment items procured within the office;
โข Ensure consistent application of accounting rules, policies, and procedures, including obtaining approvals for every transaction.
โข Handle filing of administrative records; keep relevant documents and invoices systematically to fully support the bank accounts;
โข Review documentation for travel statement of expenses.
โข Provide overall administrative support on office matters and assist on requests which are related to administrative and accounting transactions.
Monitoring
โข Check status of specific contracts; being able to download and analyze information retrieved from the system;
โข Monitor and take immediate action on any rejected payment requests in SAP;
โข Check consultant appointment status;
โข Check goods and services payment status;
โข Maintain an updated spreadsheet of authorized tickets issued to verify travel agency invoices submitted for payment processing;
โข Maintain an updated spreadsheet of tickets reimbursements due to the Bank and follow them up with Amex.
Administrative support:
โข Asset records integrity (complete, current, properly tagged) and timely completion of required inventory and disposal reports
โข Back-up other ACS in routine office functions, as required.
โข Perform other tasks as requested by the Supervisor.
Selection Criteria
Attention:ย Only applicants who are nationals, legal residents, or otherwise have legal presence in the duty station independent of any employer, and who are authorized to work in the duty station, will be considered.
โข Minimum Education/Experience:ย Diploma or bachelorโs degree in business administration, accounting, logistics, or related field with 5 years of experience.
โข Proficient in French and English skills (verbal and written)
โข Ability to retrieve reference materials from various sources (e.g. databases or other filing systems, Internet, etc.).
โข Ability to handle sensitive and confidential information with utmost discretion.
โข Committed, self-motivated team player with good interpersonal skills, and ability to work effectively in a multi-cultural environment.
โข Excellent teamwork/collaboration skills and recognized ability to work effectively in a reciprocal environment.
โข Ability to produce high-quality work under pressure.
Required Competencies
โข Technology and systems knowledge: Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.ย
โข Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work.
โข Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.ย
โข Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able to proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.ย
โข Office Administration - Exhibits good understanding of unit's portfolio. Able to organize, prioritize, coordinate, and monitor distribution of unit's work activities to ensure that work program is properly carried out and delivered in a timely and collaborative manner.ย
โข Lead and Innovate- Proactively identifies problems or obstacles in area of assigned responsibility. Considers own behavior in context of WBG's values and mission. Understands and displays flexibility to adapt to department needs.
โข Deliver Results for Clients- Displays a positive and professional service-orientation in client interactions. Demonstrates understanding of department's key programs and/or products and how they are related to the larger organization. Prioritizes requests and/or tasks according to priority and highest impact for clients.
โข Collaborate within Teams and Across Boundaries- Actively collaborates with others in own team and displays an open, helpful attitude toward others. Approaches conflicts as common problems to be solved. Includes others in own work and thinking. Considers the impact of work on WBG.
โข Create, Apply and Share Knowledge- Applies knowledge across WBG to strengthen solutions for internal and/or external clients.
โข Make Smart Decisions- Interprets a wide range of information and pushes to move forward.ย Demonstrates good organizational skills, and ability to work capably with minimal supervision in a fast-paced and deadline oriented environment; can identify and resolve routine and non-routine issues.
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 theย World Bankย andย IFC, including our values and inspiring stories.