Overview
Provide administrative support to a unit's manager and staff, assisting with office work, organizing meetings, and managing operational workflows.
Key Responsibilities
- Perform full range of office support work within the unit as well as some specialized support (e.g., Admin Portal, e-consultant, database management, major event/course planning, HR support, etc.), as needed.
- Assist in organizing meetings (including conference calls and video conferences), workshops/conferences, including handling administrative and logistic arrangements, preparing and assembling meeting materials.
- Support the processing and monitoring of ASAs, trust funds, and other IBRD and IFC operational workstreams including creating system documents, leading preparation of reporting, and ensuring compliance with deadlines, policy, and fiduciary requirements.
- Help manage project, trust fund, and unit budgets including preparing reports, correcting and reposting charges, supporting time sheet submissions and revisions, and coordinating with Finance and other departments.
- Manage workflows in various WBG operational and financial systems including AdminPortal, SBS, RFX, Travel, Standard Reports, SAP, etc.
- Provide assistance with formatting documents, preparation of reports, meeting documents etc. using the Bank’s required standard format, formatting complex graphs and tables for reports.
- SAP transactions – creation of contracts and payment requests, enter trip requests and trip cost statements for consultants and, on exceptional basis, for staff.
- Maintain and update Outlook distribution lists, office space, supplies equipment, software inventory, unit’s and/or unit databases/spreadsheets and service accounts if applicable.
- Interpret existing procedures and processes, independently determine which should be used, and apply these appropriately.
- Providing Back-up support for other ACS colleagues as and when needed.
Required Experience
Minimum of 7 years of relevant experience.
Qualifications
High school diploma.
