Overview
Provide administrative support to the Practice Manager and the Tokyo DRM Hub team in Tokyo. Coordinate meetings, manage budgets, process travel arrangements, and support consultant hiring and contract management.
Key Responsibilities
- Provide administrative support to the Practice Manager and the Tokyo DRM Hub team in Tokyo.
- Coordinate meetings and follow up on agreed actions, deadlines, and priorities.
- Organize and support logistical preparations for knowledge exchanges, conferences, meetings, workshops, including venue arrangements, coordination of catering, and preparation of material.
- Manage budgets for projects.
- Process travel arrangements and SOE submissions.
- Process services and goods contracts and payments.
- Draft letters, emails etc., conforming to the Bank and Practice Group standards as well as finalizing (proofreading and formatting) documents as required.
- Support the Tokyo DRM Hub and TTLs in hiring STCs/STTs, Contractors, and Individual Contractors (IC) and contract management of these consultants.
- Support updating and monitoring of various Databases managed by Tokyo DRM Hub.
- Engage in the security of the Tokyo office including crisis management and DRM management.
- Assist with records keeping in OneDrive.
- Assist with asset management.
- Respond to diverse inquiries through emails and make decisions when multiple courses of action are possible.
- Assume a back-up role for other ACS staff at the Tokyo office during absences or peak periods.
- Perform other ad-hoc duties and support other staff as assigned by the Practice Manager, Tokyo based team lead, TTLs, and others in the Unit.
- Support Tokyo CER office and other Tokyo based World Bank Group units as necessary.
- Report to the team leader in Tokyo on a day-to-day basis
Required Experience
- Minimum of 2-3 years of relevant office administration experience, preferably with a multinational or international development organization.
- Solid experience and knowledge of the World Bank Group’s organizational structure, administrative processes, policies and procedures.
- Proven track record in managing confidentiality.
- Experience working for International Development agencies and communicating (oral and written) in English at proficient business level.
- Experience organizing week long trainings involving developing country participants
- Track record of developing and maintaining databases pertaining to trust fund management and operations.
- Experience writing proficiency of technology or/and systems relevant to functional area.
- Able to coach less experienced staff on relevant technology and systems.
- Ability to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
- Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients.
- 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.
- A good understanding of the disaster risk management industry in Japan, with experience working with Tokyo DRM Hub’s counterparts.
Qualifications
A bachelor's degree
