Administrative Assistant

Job Posting Organization:
The World Bank Group is a global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. Established in 1944, it has grown to include 189 member countries and operates more than 120 offices worldwide. The organization focuses on providing funding and knowledge to developing countries, working with both public and private sector partners to invest in innovative projects that address urgent global challenges. The World Bank Group's mission is to improve living conditions and economic opportunities for people in developing nations, making it one of the largest sources of development assistance globally.

Job Overview:
The Administrative Assistant position at the World Bank's Rome Office is integral to the External and Corporate Relations (ECR) team, which aims to enhance the World Bank Group's development impact through increased public support and awareness. This role encompasses a wide range of administrative support functions for teams operating out of the Rome office, as well as for telecommuters and those on mission. The Administrative Assistant serves as the first point of contact for all calls and visitors, ensuring effective communication and coordination within the office. The position requires a proactive approach to managing office operations, liaising with various stakeholders, and supporting high-level missions and events. The successful candidate will be expected to handle a variety of tasks that contribute to the smooth functioning of the office and the successful execution of the World Bank's initiatives in Southern Europe.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a comprehensive set of duties, including but not limited to: acting as the administrative focal point for World Bank Group staff by managing incoming calls and visitors, coordinating with security" style="border-bottom: 1px dotted #007bff !important;">security for visitor access, and handling communication with DHL regarding incoming and outgoing correspondence. The role also involves liaising with Italian ministries for visa requests and accreditation processes, managing office operations to ensure a smooth working environment, and supporting the Head of Office and ECR Rome team with calendar management, logistics for high-level missions, and event management. Additionally, the Administrative Assistant will support the management of financial resources by assisting with vendor registration, invoice processing, and budget preparation. The position also includes HR-related responsibilities, such as supporting staff relocation and job requisition processes.

Required Qualifications:
Candidates must possess a minimum of a Bachelor’s Degree along with at least five years of relevant experience in administrative roles. Strong organizational, administrative, and time management skills are essential, as well as excellent oral and written communication abilities in both Italian and English. The ability to draft official correspondence and edit materials with correct style and grammar is crucial. Interpersonal skills are important for interacting with clients at all levels, and proficiency in office technology, particularly Microsoft Office and Outlook, is required. Candidates should demonstrate a strong attention to detail, motivation, initiative, and reliability, with the ability to manage multiple tasks and prioritize effectively in a multicultural environment.

Educational Background:
A Bachelor’s Degree is the minimum educational requirement for this position. Candidates with advanced degrees or additional certifications in administration or related fields may be preferred, as they can bring additional expertise and knowledge to the role.

Experience:
The position requires a minimum of five years of relevant experience in administrative support roles. Candidates should have a proven track record of managing office operations, supporting high-level executives, and liaising with various stakeholders, including government entities and international organizations. Experience in a multicultural environment and familiarity with the World Bank Group's administrative procedures and practices will be advantageous.

Languages:
Fluency in English and Italian is mandatory for this position, as the role involves drafting correspondence and communicating with various stakeholders in both languages. Knowledge of Spanish is considered a plus, as it may enhance communication with certain constituencies in Southern Europe.

Additional Notes:
This position is a local recruitment opportunity with a term duration of four years. 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 opportunities for all applicants regardless of gender, religion, race, ethnicity, sexual orientation, or disability. Candidates must be nationals, legal residents, or otherwise have legal presence in Italy and be authorized to work in the duty station.