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.
Responsibilities:
Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style.
Using word processing or desktop publishing skills to produce text, reports, figures, graphs, etc., according to standard Bank formats and distribution. Incorporating agreed comments into documents, making full use of shared drives and software capabilities.
Coordinating the flow of information to and from the RVP’s office, ensuring accuracy, completeness, and timeliness.
Organizing briefing materials, presentations, and correspondence for meetings and missions. Ensuring timely follow-up on actions and decisions from meetings and commitments. Maintaining strict confidentiality of all sensitive and strategic information.
Coordinating complex travel arrangements, including mission planning, visas, itineraries, and logistics.
Managing office records, filing systems, and databases in compliance with WBG policies.
Processing administrative requests such as procurement, expense claims, and vendor coordination.
Provide full logistical and secretarial support to the country front office, including: arranging travel schedules; organizing meetings, senior management visits and knowledge-sharing events maintaining up-to-date work unit projects and other files (both paper and electronic); providing primary assistance in the implementation of the office’s work program, including task management, filing and database management for record-keeping, editorial assistance and other general administrative tasks etc.
Making travel arrangements for mission groups, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc.
Coordinating with the travel agency and other regional offices to ensure that logistical arrangements for the trips are well-planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions.
Develop shared tracking tools and disseminate knowledge and best practices to ensure the efficient delivery of administrative and support services.
Supporting organization of high-level events, conferences, and regional meetings. Organizing office and business-related events and training programs, including procurement, contract management, processing vendor invoices and purchase orders, F&B catering, invitations, RSVPs, registrations, travel-related and visa arrangements for overseas participants, and coordination with Facilities and IT team on logistical set-up.
Tracking assigned tasks/project steps/timetables, coordinating with relevant staff, and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit projects and other files (both paper and electronic).
Identifying and resolving diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining an appropriate application.
Requirements:
Bachelor’s degree with a minimum of 8 years of prior experience in administrative assistance and office management
Excellent interpersonal and communication skills. Excellent command of written and spoken English; proficiency in another regional language (e.g., Mandarin, Bahasa Indonesia/ Malay, Thai) an advantage.
High attention to detail.
Strong organizational, time management, and multitasking skills with demonstrated ability to handle complex and sensitive tasks.
Ability to solve problems quickly and efficiently.
Ability to handle highly sensitive, confidential, and non-routine information.
Self-starter with excellent anticipation skills; problem solving; follow up.
Demonstrated dependability and sense of urgency about getting results.
Demonstrates a high degree of integrity and confidentiality.
Ability to work well under pressure, adapt to unexpected events, prioritize, and multitask in a deadline-driven environment.
Must be able to prioritize a variety of time-sensitive tasks.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), collaborative tools (Teams, SharePoint, OneDrive) and use of Artificial Intelligence tools (ChatGPT, etc).
Flexibility and willingness to work extended hours as necessary and record of reliability, promptness, etc.
