Overview
The External Affairs Associate will support the Office of the Director, Communications and Marketing, serving as the primary focal point for scheduling, workflow coordination, and operational support to ensure the smooth functioning of the Front Office.
Tasks Summary
- Serve as the primary coordinator for the Director’s daily schedule, meetings, and travel; manage competing priorities and ensure seamless execution of all engagements.
- Ensure the Director’s time is used strategically by anticipating needs, organizing materials in advance, and aligning scheduling priorities with ECRCM’s work program and institutional objectives.
- Coordinate requests and briefing materials for Senior Leadership (EXC and MDs), ensuring timely, high-quality submissions from and to the ECRCM Director’s Office.
- Liaise with the Senior Strategy Officer and the ECRCM management team to support the preparation of leadership briefings, talking points, and departmental updates.
- Monitor key milestones and institutional priorities to ensure the Director is briefed on upcoming initiatives and deadlines.
- Oversee the Director’s correspondence, invitations, and communication flow, ensuring timely and accurate handling in line with World Bank Group standards.
- Draft and format official correspondence, meetings summaries, and internal communications on behalf of the Director.
- Track, log, and monitor requests using workflow systems (e.g., Teams/Lists or equivalent) to ensure deliverables are met and follow-ups are completed
- Serve as a liaison with key internal partners (BPS, HR, ITS, and Procurement) on non-confidential administrative matters, ensuring compliance with institutional priorities.
- Assist in budget tracking and vendor coordination for ECRCM contacts, enabling timely processing and adherence to financial guidelines.
- Support recruitment efforts, including managing Terms of References (ToRs), job postings, administering digital skills tests for shortlisted candidates, and coordinating with HR for staffing needs.
- Contribute to the development of internal knowledge tools and process improvements to enhance Front Office operations and coordination across ECRCM.
- Assist with the coordination of major communications activities and events involving internal and external stakeholders, including Spring and Annual Meetings, CommNet Forums, team retreats, and high-level workshops.
- Manage logistics, agendas, briefing packages, and follow-up actions for Director-led meetings.
- Contribute to the planning and execution of strategic communications events and ensure the Director’s participation is well-prepared and aligned with broader institutional objectives.
- Partner with colleagues across the ECR divisions to facilitate coordination on cross-cutting projects, ensuring the Director is informed of key developments and dependencies.
Experience Requirements
- At least three years of relevant experience (or equivalent combination of education and experience).
- Demonstrated experience providing executive-level support in a complex, fast-paced institutional setting, ideally within the World Bank Group or similar international organization.
- Proven ability to organize, coordinate, and monitor multiple workflows, delivering consistently high-quality outputs.
- Strong interpersonal skills with the ability to build relationships and work effectively with staff at all levels.
- Handles sensitive matters with confidentiality and tact, maintaining trust and professionalism at all times.
- Proactive in learning new systems and approaches; able to anticipate and adapt to changing priorities and requirements.
- Ability to work independently with minimal supervision and to take initiative in solving problems and improving processes.
- Familiarity of World Bank Group administrative, HR, and operational policies and systems is highly desirable.
Qualification Requirements
• Master’s degree in communications, public affairs, business administration, or a related field
