Overview
Provide administrative support to the Practice Manager and the Tokyo DRM Hub team in Tokyo. Coordinate meetings, manage budgets, process travel and payments, and support consultant hiring.
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.
- Project and task management - 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.
- Institutional policies, processes, and procedures - 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
