Program Assistant

Job Posting Organization:
The World Bank is a global development cooperative established to provide financial and technical assistance to developing countries. It consists of two main entities: the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). Founded in 1944, the World Bank is owned by 189 member countries and is the largest development bank in the world. Its mission is to reduce poverty and support development by providing loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries. The organization operates in numerous countries worldwide, focusing on various sectors including infrastructure, health, education, and environmental sustainability. The World Bank aims to coordinate responses to regional and global challenges, leveraging its extensive experience and resources to help clients solve their greatest development challenges. For more information, visit www.worldbank.org.

Job Overview:
The Program Assistant position at the World Bank in Tokyo is a vital role that supports the Global Facility for Disaster Reduction and Recovery (GFDRR) and the Tokyo Disaster Risk Management Hub. The successful candidate will be responsible for providing comprehensive administrative support to the Practice Manager and the Tokyo DRM Hub team. This includes coordinating meetings, managing budgets, processing travel arrangements, and supporting logistical preparations for various events such as conferences and workshops. The Program Assistant will also engage in record-keeping, assist with asset management, and respond to inquiries, ensuring that the team operates efficiently and effectively. The role requires a proactive approach to problem-solving and the ability to work in a dynamic, multicultural environment. The position offers an opportunity to contribute to significant global initiatives aimed at disaster risk management and climate resilience, making it a rewarding career choice for individuals passionate about development work.

Duties and Responsibilities:
The duties and responsibilities of the Program Assistant include, but are not limited to: providing administrative support to the Practice Manager and the Tokyo DRM Hub team; coordinating meetings and following up on agreed actions, deadlines, and priorities; organizing logistical preparations for knowledge exchanges, conferences, meetings, and workshops, including venue arrangements and coordination of catering; managing project budgets; processing travel arrangements and Statements of Expenditure (SOE) submissions; handling services and goods contracts and payments; drafting correspondence and finalizing documents in accordance with World Bank standards; supporting the hiring and contract management of consultants; updating and monitoring various databases; engaging in office security" style="border-bottom: 1px dotted #007bff !important;">security and crisis management; assisting with records management in OneDrive; managing asset inventories; responding to diverse inquiries and making decisions when necessary; providing backup support for other staff during absences; and performing other ad-hoc duties as assigned by the Practice Manager and team leads.

Required Qualifications:
Candidates for the Program Assistant position must possess a bachelor's degree and have a minimum of 2-3 years of relevant office administration experience, preferably within a multinational or international development organization. They should demonstrate excellent organizational and administrative skills, with a proven ability to prioritize and coordinate work effectively. Familiarity with the World Bank Group's organizational structure and administrative processes is essential, along with a strong commitment to confidentiality and ethical standards. The ideal candidate will be reliable, resourceful, and flexible, with a keen attention to detail and a high standard of quality in their work. They should also have the ability to thrive in a team-oriented, multicultural environment and adapt to changing demands and priorities.

Educational Background:
A bachelor's degree is required for the Program Assistant position. This educational background should ideally be complemented by relevant coursework or training in administration, international development, or a related field, which would enhance the candidate's ability to perform effectively in this role.

Experience:
The position requires a minimum of 2-3 years of relevant office administration experience. Candidates should have experience working in a similar capacity within international development agencies or organizations, demonstrating their ability to manage administrative tasks and support project teams effectively. Experience in disaster risk management or related fields is highly desirable, as it will provide valuable context for the responsibilities of the role.

Languages:
Fluency in English and Japanese is mandatory for this position, with strong communication skills in both oral and written forms. The ability to draft, proofread, and edit correspondence in both languages is essential. While proficiency in additional languages may be beneficial, it is not explicitly required for this role.

Additional Notes:
This position is a local recruitment opportunity based in Tokyo, Japan, with a term duration of 3 years. It is financed by a Trust Fund, and renewal of the position is contingent upon the availability of funding, as well as other factors such as business needs and staff performance. 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 employees regardless of gender, identity, religion, race, ethnicity, sexual orientation, or disability.