Overview
Provide administrative support to task teams delivering support to World Bank clients.
Key Responsibilities
- Provide support for preparation and implementation of World Bank projects and activities.
- Provide administrative support for procurement, payment processing, and contract management.
- Assist with travel arrangements for staff and visiting missions.
- Organization of meetings, workshops, and events.
- Maintain office records, files ensuring accuracy, confidentiality, and compliance.
- Draft routine correspondence, reports, and meeting minutes.
- Perform reviews of project Statement of Expenses (SOE).
- Assist Task Team Leaders in getting support and guidance from World Bank Headquarters.
- Participate in project field missions.
- Maintain and coordinate the office calendar.
- Proactively manage conflicting priorities and ensure optimal use of teams and meeting resources.
- Track deadlines for key deliverables.
- Assist in the development and monitoring of work plans.
- Liaise with vendors, service providers, and internal teams.
- 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 divisional project files (both paper and electronic).
- Maintain a sector relevant database of contacts for PNG.
- Create and maintain standard distribution lists for each project.
- Maintain up-to-date filing system task team leaders (TTLs) related to correspondences and reports.
- Disseminate in a timely manner the internal and external distribution of correspondence.
- Ensure clear communication with clients.
Required Experience
- High school diploma with 5 years of relevant experience or equivalent combination of education and experience
- Prior work experience in bi- or multi-lateral donor organizations in PNG highly desirable
Qualifications
High school diploma
