Senior Conference Assistant

Job Posting Organization:
The World Bank Group is a prominent global institution established to provide financial and technical assistance to developing countries. It aims to reduce poverty and promote sustainable development through a unique partnership of five institutions. With 189 member countries and over 120 offices worldwide, the World Bank Group is one of the largest sources of funding and knowledge for development challenges. The organization focuses on investing in innovative projects and utilizing data, research, and technology to address urgent global issues. The International Centre for Settlement of Investment Disputes (ICSID), a part of the World Bank Group, specializes in international investment dispute resolution and manages a complex portfolio of cases, supporting various hearings and conferences across different jurisdictions.

Job Overview:
The Senior Conference Assistant is a pivotal role within the ICSID, responsible for the comprehensive planning, coordination, and execution of hearings and events. This position requires the individual to manage logistical and administrative arrangements for various proceedings, including in-person, virtual, and hybrid formats. The Senior Conference Assistant will independently handle the coordination of vendors and service providers, maintain schedules, and contribute to enhancing the efficiency and quality of hearing services. The role is integral to ensuring that all events are executed smoothly and meet the high standards expected by the World Bank Group.

Duties and Responsibilities:
The Senior Conference Assistant will undertake a variety of duties, including:

• Independently coordinating all logistical arrangements for hearings, sessions, deliberations, meetings, conferences, seminars, and training programs.
• Managing multiple concurrent events, ensuring timely delivery of services and adherence to established timelines.
• Scheduling and coordinating in-person, virtual, and hybrid proceedings, including conducting test sessions.
• Preparing and monitoring timelines for hearings and events, ensuring all arrangements are completed on schedule.
• Coordinating the setup of hearing rooms, breakout rooms, catering, interpretation, court reporting, audiovisual support, security" style="border-bottom: 1px dotted #007bff !important;">security, and building access.
• Supporting hearings and events in Washington, D.C., and at external venues.
• Coordinating with vendors and service providers for procurement of hearing-related services, reviewing proposals, and maintaining vendor records.
• Supporting the preparation and tracking of expenditures related to hearings and events, monitoring purchase orders, and assisting with invoice processing.
• Maintaining accurate records of hearings, events, vendors, and service providers. 1
• Supporting the implementation of new systems and digital tools for hearing administration and contributing to process improvement initiatives. 1
• Sharing knowledge and promoting consistency in hearing administration practices, serving as a backup to the Conference Officer as needed.

Required Qualifications:
Candidates must possess a Bachelor's degree and a minimum of five years of relevant experience in conference management, event planning, hearing administration, operations, or hospitality management. An equivalent combination of education and experience may also be considered. Applicants should demonstrate experience in coordinating complex events with multiple stakeholders, supporting virtual and hybrid meetings, and possess strong organizational skills to manage multiple priorities under pressure. Excellent interpersonal and client service skills are essential, along with strong written and verbal communication skills in English. Knowledge of Spanish or French is desirable, and proficiency in Microsoft Office and collaboration tools is required. Experience in an international organization or professional services environment is also preferred.

Educational Background:
A Bachelor's degree is required for this position, ideally in a field related to conference management, event planning, hospitality management, or a similar area. The educational background should provide a solid foundation for understanding the complexities of managing events and hearings in a professional setting.

Experience:
The position requires a minimum of five years of relevant experience in fields such as conference management, event planning, hearing administration, or operations. Candidates should have a proven track record of managing complex events and coordinating with multiple stakeholders, demonstrating the ability to work effectively under pressure and meet tight deadlines.

Languages:
The mandatory language for this position is English, with strong written and verbal communication skills required. Knowledge of additional languages, specifically Spanish or French, is considered a valuable asset and is preferred but not mandatory.

Additional Notes:
This position is a local recruitment opportunity with a term duration of three years. The role may require support for hearings and events outside of regular business hours, including weekends and holidays. 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, gender identity, religion, race, ethnicity, sexual orientation, or disability.