Administrative Assistant to ITSIN Manager

World Bank Group

Description

• At the World Bank, a member of the World Bank Group (WBG), you’ll join a diverse, global community working across cultures, disciplines, and borders to address the world’s most pressing development challenges. With 1.2 billion young people reaching working age in the decade ahead, the challenge of job creation has never been greater. Through partnerships across 145 countries and more than 182 offices worldwide, we work with governments, private sector, development partners and other stakeholders to invest in people, strengthen markets, and deliver scalable, data-driven solutions that generate more and better jobs and improve lives. For more information, visit https://www.worldbank.org/en/who-we-are/ibrd

• ITS Vice Presidency Context

• The Information and Technology Solutions (ITS) Vice Presidential Unit (VPU) enables the World Bank Group to achieve its mission of ending extreme poverty and boost shared prosperity on a livable planet by delivering transformative information and technologies to its staff working in over 150+ locations. For more information on ITS, see this video: https://www.youtube.com/watch?reload=9&v=VTFGffa1Y7w

• Unit Context

• The Infrastructure Engineering team (ITSIN) designs, builds, and maintains the foundational, end-to-end IT infrastructure that supports the World Bank Group’s global operations. By championing automation, modernizing systems, and collaborating closely with other technology units, the unit delivers secure, scalable, and cost-effective digital services that empower the organization to advance its global development objectives.

• Duties and Accountabilities

• Manage the Unit Manager's calendar, meeting logistics, and official travel planning; monitor action items and follow through on decisions and commitments across unit leadership.

• Liaise with the ITSTO front office, advisor, and peer ITS unit front offices; serve as the primary coordination point between the unit and broader departmental and VPU-level counterparts.

• Plan staff meetings and unit events (town halls, workshops, social activities), managing agendas, notes, and follow-up actions.

• Serve as the unit recruitment, onboarding, offboarding and space coordinator. This involves providing support for the hiring process (including coordinating and scheduling candidate interviews), organizing all recruitment logistics, ensuring a consistent and welcoming experience for all staff, handling device provisioning and device returns as needed, and handling workspace assignments.

• Support space management and handle day-to-day operational needs, identifying opportunities to streamline unit processes.

• Provide a wide range of administrative support to the unit, including scheduling and organizing meetings, organizing event logistics, coordinating calendars and schedules, independently resolving scheduling conflicts, supporting document preparation and archiving.

• Prioritize competing demands with minimal supervision, and handle issues and activities with independent judgment and discretion. Liaise with technical teams and other parties, as needed, to channel incoming correspondence and ensure smooth day-to-day operations.

• Facilitate internal communication, ensuring team members and contractors provide requested information in a timely manner.

• Maintain and manage the unit’s distribution lists. Create and manage teams and channels in Microsoft Teams and other applications to facilitate internal collaboration and task tracking.

• Be a proactive problem-solver, fast learner, with solid knowledge of the Office 365 suite (including Word, Excel, PowerPoint, SharePoint, etc.), Microsoft Teams, Webex, SAP/Admin Portal, and a keen awareness of digital technologies and trends.

• Work closely with the Assistants of other ITSTO units on cross-departmental matters and act as back-up to counterparts during leave periods.

• Any other Ad-hoc assignments.

• Selection Criteria

• Attention : Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• Associate's degree or a recognized certificate with a minimum of 2 years of relevant experience.

• Experience with program coordination and support skills, with the ability to manage complex calendars, meetings, global travels, events, workshops, and competing priorities while ensuring timely follow-through for the ITSIN Manager and their leadership team.

• Familiarity with IT infrastructure terminology and services, with the ability to work with technical teams supporting infrastructure engineering, network engineering teams, data centers, network operations centers, service delivery and operations, storage, IT security, and global connectivity.

• Ability to compile and organize routine operational information, update trackers, prepare status summaries, leverage AI and automation for repetitive tasks, and support the production of management reports using established templates.

• Experience supporting routine budget, procurement, and vendor-administration activities, such as tracking purchase requests and invoices, and following up on approvals and deliverables.

• Strong records and knowledge-management skills, including maintaining orderly electronic files, updating procedures and reference materials, supporting and updating unit websites, and ensuring that unit information is accurate, accessible, and current.

• Experience working with Executive Level/Senior Management. Able to exercise a high level of integrity, confidentiality, and discretion in handling sensitive information.

• Excellent organizational, office support, and administrative skills, with keen attention to detail and ability to proactively handle and follow up on multiple tasks and requests in a timely manner, often in a fast-paced environment and under time pressure.

• Experience working in a diverse team environment; ability to work with staff at all levels, with minimal supervision.

• Demonstrate a high degree of proactivity and capability to foresee potential issues.

• In a fast-paced and fluid environment, the ideal candidate must be able to adapt quickly to changing priorities and handle multiple tasks simultaneously.

WBG Culture Attributes:

• 1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
• 2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
• 3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results..

• World Bank Group Core Competencies

• As per WBG policy, an Extended Term (ET) appointment is subject to a lifetime maximum of three (3) years. Former and current ET staff who have completed or are in the process of completing their third-year ET appointment are not eligible for future ET appointments.

• We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

• Learn more about working at the World Bank and IFC including our values and inspiring stories.

• Apply Now