Overview

The World Bank office in Port Moresby is seeking a candidate to provide administrative and logistical support to World Bank team members and country management staff to deliver high quality analytical and advisory services and support to the Government to implement projects.

Tasks Summary

• Provide administrative support for the preparation and implementation of World Bank activities.
• Support visiting mission team members including scheduling meetings and appointments.
• Provide administrative support for procurement, payment processing, and contract management.
• Assist with travel arrangements for staff and visiting mission teams.
• Incorporate editorial changes in project-related documents and assist with circulation and approvals.
• Provide support monitoring team budgets and project milestones.
• Organize meetings, workshops, and events.
• Maintain office records, files ensuring accuracy, confidentiality, and compliance.
• Draft routine correspondence, and meeting minutes.
• Ensure necessary clearances are obtained and forwarded in a timely manner.
• Perform other administrative tasks assigned.
• Ensure clear communication with all stakeholders.
• Proactively manage conflicting priorities and ensure optimal use of teams and meeting resources.
• Monitor deadlines for key deliverables and follow up on outstanding tasks.
• Liaise with vendors, service providers, and internal teams to ensure all logistical arrangements are in place.
• Prepare and process travel authorizations, expense claims, and related documentation.
• Collect and input data provided by Task Team Leaders into the central database.
• Maintain up-to-date filing system (both paper and electronic) for project files, reports, general communications etc.
• Retrieve data from various sources and compile information.
• Maintain a sector relevant database of contacts for PNG.
• Create and maintain standard distribution lists for each project.
• Disseminate in a timely manner the internal and external distribution of correspondences to concerned parties and ensure proper electronic filing.

Experience Requirements

• 5 years of relevant experience or equivalent combination of education and experience
• Prior work experience in bi-lateral or multi-lateral donor organization/s in PNG highly desirable

Qualification Requirements

• High school diploma