Senior Administrative Assistant

Job Posting Organization:
The World Bank Group is a prominent global partnership consisting of five institutions dedicated to ending extreme poverty and promoting shared prosperity. Established with 189 member countries, the organization has over 120 offices worldwide. The World Bank Group is recognized as one of the largest sources of funding and knowledge for developing countries, working closely with public and private sector partners to invest in innovative projects and utilize data, research, and technology to address urgent global challenges. The organization operates in various regions, including the Middle East and North Africa, Afghanistan, and Pakistan, where it serves 22 countries with a focus on sustainable growth, job creation, and poverty reduction. The World Bank Group values diversity and aims to create a supportive work environment based on teamwork, transparency, trust, and client service, underlined by professional excellence. For more information, visit www.worldbank.org.

Job Overview:
The Senior Administrative Assistant position at the World Bank Group is designed to provide dedicated support in administration, transaction processing, and logistics for the newly established Regional Hub office in Riyadh, Saudi Arabia. This role is crucial for ensuring the smooth operation of the office and involves a variety of responsibilities, including administrative tasks for the Hub Manager, transaction processing, and logistical support for major events and conferences. The successful candidate will work closely with the Regional Hub Manager and other senior management, coordinating various activities and managing competing demands in a fast-paced environment. The position requires a proactive approach to problem-solving and the ability to handle sensitive information with discretion. The Senior Administrative Assistant will also take on corporate roles such as Learning Coordinator, Transport Coordinator, Travel Coordinator, Leave Coordinator, and Health Focal Point, contributing to the overall effectiveness of the Hub office.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for a wide range of duties, including:

• Administrative Support: Ensuring smooth office operations by maintaining and coordinating general office procedures, managing priorities, and providing high-quality administrative assistance to the Hub Manager. This includes screening documents, prioritizing emails and phone calls, preparing correspondence, and managing the Hub Manager's schedule.
• Transaction Support: Liaising with resource management staff for budget monitoring, maintaining databases, and ensuring timely processing of contracts and payments within the SAP framework.
• Office Procurement: Assisting with the procurement of office goods and services, identifying suppliers, and ensuring compliance with procurement procedures.
• Logistics and Event Management: Coordinating large events, supervising the office Event Coordinator, and managing logistics for meetings and seminars.
• Travel Coordination: Supporting staff with travel arrangements, liaising with the travel agency, and managing travel-related queries.
• Other Support: Supervising drivers and messengers, acting as an HR proxy, and serving as the Health Focal Point for the office. The role requires flexibility and the ability to adapt to changing priorities while maintaining a high level of professionalism.

Required Qualifications:
Candidates must possess a Bachelor’s degree and have at least seven years of relevant experience, preferably in international development organizations. The role requires excellent interpersonal and communication skills, the ability to handle sensitive and confidential matters with discretion, and strong organizational and time management skills. Candidates should demonstrate the ability to work efficiently under pressure, manage competing demands, and maintain a flexible approach to a wide range of assignments. Strong written and verbal communication skills are essential, along with the ability to work collaboratively in a multicultural environment. Candidates should also have advanced proficiency in relevant technology and systems, as well as a solid understanding of institutional policies and procedures.

Educational Background:
A Bachelor’s degree is required for this position, with a preference for candidates who have pursued studies related to administration, business management, or a relevant field. The educational background should support the candidate's ability to perform the administrative and logistical functions required by the role effectively.

Experience:
The position requires a minimum of seven years of relevant experience, ideally within international development organizations or similar environments. Candidates should have a proven track record of managing administrative tasks, supporting senior management, and coordinating complex projects and events. Experience in handling sensitive information and working in a fast-paced, multicultural setting is highly valued.

Languages:
Fluency in English and Arabic is mandatory for this position, as effective communication in both languages is essential for interacting with diverse stakeholders. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is a local recruitment opportunity with a term duration of three years. Preference will be given to local talent, meaning applicants who are authorized to work in Saudi Arabia for any employer. The World Bank Group offers a comprehensive benefits package, including a retirement plan, medical, life and disability insurance, and paid leave, including parental leave. The organization is committed to diversity and inclusion, ensuring equal opportunity for all applicants regardless of gender, religion, race, ethnicity, sexual orientation, or disability.