Program Assistant

Job Posting Organization:
The World Bank is a global development cooperative established to help countries address their most pressing development challenges. Founded in 1944, it is owned by 189 member countries and operates in over 100 countries worldwide. The organization employs thousands of professionals dedicated to reducing poverty and promoting sustainable development through financial and technical assistance. The World Bank is the largest development bank globally, providing loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries. Its mission is to end extreme poverty and promote shared prosperity, making it a vital player in international development.

Job Overview:
The Program Assistant position at the World Bank in Tokyo is a critical role that supports the Global Facility for Disaster Reduction and Recovery (GFDRR) and the Tokyo Disaster Risk Management Hub. The assistant will work closely with the Practice Manager and the team to provide administrative support, coordinate meetings, and manage logistical preparations for various events. This role is essential for ensuring that the Tokyo DRM Hub operates efficiently and effectively, contributing to the World Bank's mission of helping countries manage and reduce risks from natural hazards and climate change. The assistant will also engage in budget management, travel arrangements, and contract processing, making it a multifaceted position that requires strong organizational skills and attention to detail.

Duties and Responsibilities:
The Program Assistant will have a diverse set of responsibilities, including: providing administrative support to the Practice Manager and the Tokyo DRM Hub team; coordinating meetings and following up on actions and deadlines; organizing logistical preparations for knowledge exchanges, conferences, and workshops; managing project budgets; processing travel arrangements and submissions; handling contracts and payments; drafting and proofreading correspondence; supporting hiring processes for consultants; updating and monitoring databases; engaging in office security" style="border-bottom: 1px dotted #007bff !important;">security and crisis management; assisting with records management; and performing other ad-hoc duties as assigned. The assistant will also serve as a backup for other staff during peak periods or absences, ensuring continuity of operations within the Tokyo office.

Required Qualifications:
Candidates must possess a bachelor's degree and have 2-3 years of relevant office administration experience, preferably within a multinational or international development organization. Excellent organizational and administrative skills are essential, along with a solid understanding of the World Bank Group's organizational structure and processes. Candidates should demonstrate reliability, resourcefulness, and flexibility, with a strong attention to detail and the ability to maintain high-quality standards. Proven ability to work effectively in a team-oriented, multicultural environment is crucial, as is the capacity to manage confidentiality and demonstrate strong personal ethics.

Educational Background:
A bachelor's degree is required for this position. The degree should ideally be in a field related to administration, international relations, or a similar discipline that supports the functions of the World Bank and its mission. Candidates with advanced degrees may be preferred, but relevant experience is also highly valued.

Experience:
The ideal candidate should have a minimum of 2-3 years of relevant experience in office administration, particularly in roles that involve supporting senior management in a complex organizational environment. Experience working with international development agencies or in a similar context is highly desirable. Familiarity with disaster risk management and the specific challenges faced by low- and middle-income countries is a plus, as is experience in managing projects and budgets.

Languages:
Fluency in English and Japanese is mandatory, with strong communication skills in both languages, including the ability to draft, proofread, and edit correspondence. Proficiency in additional languages may be considered an asset but is not required for this position.

Additional Notes:
This position is a local recruitment opportunity based in Tokyo, Japan, with a term duration of 3 years. The role is financed by a Trust Fund, and renewal is contingent upon the availability of funding, business needs, and staff performance. The World Bank offers a comprehensive benefits package, including a retirement plan, medical and life insurance, paid leave, and reasonable accommodations for individuals with disabilities. The organization is committed to diversity and inclusion, ensuring equal opportunities for all applicants.