Program Assistant, Administrative Support, Sao Paulo Office

Program Assistant, Administrative Support, Sao Paulo Office

Description

Build a career with impact. Working at the World Bank Group (WBG) provides a unique opportunity to help countries solve their greatest development challenges. As one of the largest sources of funding and knowledge for developing countries, the WBG is a unique partnership of five global institutions dedicated to ending poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, the WBG works 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.

The International Finance Corporation (IFC), a member of the World Bank Group, is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2025, IFC committed a record $71.7 billion to private companies and financial institutions in developing countries, leveraging private sector solutions, and mobilizing private capital to create a world free of poverty on a livable planet. For more information, visit www.ifc.org.

The Program Assistant provides high quality administrative and operational support to the São Paulo Office. The role requires excellent communication skills, fluency in English, strong teamwork, and the ability to perform effectively in a fast paced environment with competing priorities. The position plays an important role in supporting office operations, coordination of events, and day to day administrative activities.

Duties and Accountabilities

1. Administrative & Office Support
•  Provide day to day administrative support to the teams, ensuring smooth office operations.
•  Coordinate calendars, meetings, and logistical arrangements, including room bookings and visitor support.
•  Prepare, format, and review correspondence, presentations, and basic reports.
•  Maintain organized records, files, and documentation in line with institutional standards.
•  Assist with the preparation, tracking, and follow‑up of documentation related to visas, residency permits, CPF issuance, and other required registrations with relevant Brazilian authorities.

2. Event & Mission Support
•  Support the planning and execution of office events, workshops, meetings, and official visits.
•  Coordinate logistics such as venues, vendors, materials, catering, and participant communications.
•  Assist during events to ensure smooth delivery and timely resolution of issues.

3.  Communication & Coordination
•  Serve as a point of contact for internal and external stakeholders, demonstrating professionalism and clarity in all interactions.
•  Communicate effectively with colleagues across teams, contributing to a collaborative and respectful work environment.
•  Handle sensitive information with discretion and sound judgment.

4. Operational Effectiveness
•  Work effectively under pressure, managing multiple tasks and shifting priorities.
•  Proactively identify issues and support solutions to keep activities on track.
•  Support continuous improvement of administrative processes and workflows.

Selection Criteria

•  Bachelor’s degree in Business, Economics, or a related field, with 3–5 years of relevant professional experience in administrative support. Demonstrated experience supporting dynamic teams within multinational companies or global organizations.
•  Full proficiency in English (spoken and written); and Portuguese required.
•  Strong communication and interpersonal skills.
•  Demonstrated ability to work under pressure and manage competing priorities.
•  Strong teamwork mindset with a service oriented approach.
•  Experience supporting events, meetings, or missions.
•  Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with Microsoft 365 AI capabilities (e.g., Copilot) to support drafting, summarization, and task management.
•  Ability to use AI-enabled tools to support document management, knowledge capture, and efficient information retrieval.
•  Comfort leveraging digital tools to streamline administrative processes, meeting coordination, and follow‑ups.

Preferred Qualifications

•  Prior experience in an international, multicultural, or corporate environment.
•  Experience supporting senior staff or busy teams.
•  Familiarity with institutional policies and administrative procedures.

Core Competencies

•  Communication and interpersonal effectiveness
•  Organization and attention to detail
•  Ability to work under pressure
•  Team collaboration
•  Professionalism and discretion

Note: Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. 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.