Senior Administrative Assistant

Job Posting Organization:
The World Bank, a member of the World Bank Group (WBG), is a global organization dedicated to addressing the world's most pressing development challenges. Established to foster economic development and reduce poverty, the World Bank operates in 145 countries and has over 182 offices worldwide. The organization focuses on investing in people, strengthening markets, and delivering scalable, data-driven solutions to improve lives. With a diverse workforce, the World Bank emphasizes collaboration across cultures and disciplines to achieve its mission.

Job Overview:
The Senior Administrative Assistant position at the World Bank's Manila Country Office is designed to provide high-quality administrative, operational, and client service support. This role is crucial for coordinating relocation and visiting mission support, managing facilities and Corporate Real Estate matters, and ensuring general administrative efficiency. The successful candidate will work under the supervision of the Operations Manager and will be responsible for fostering effective communication and coordination with both internal and external stakeholders. The position requires a proactive approach, sound judgment, and the ability to manage multiple priorities while supporting an integrated One WBG approach.

Duties and Responsibilities:
The duties and responsibilities of the Senior Administrative Assistant include serving as the focal point for relocation and visiting mission support, which encompasses pre-arrival arrangements, settling-in processes, departure logistics, visa and protocol management, customs coordination, and vehicle arrangements. The assistant will guide staff and visitors through visa processes, ensuring timely and consistent support. Additionally, the role involves coordinating facilities and Corporate Real Estate matters, including office readiness, maintenance, space utilization, and procurement support. The assistant will maintain documentation related to facilities, service records, and asset information. General administrative support tasks include managing staff requests, correspondence, documentation, billing items, and procurement of office-related goods and services. The assistant will also support medical emergency preparedness by maintaining emergency contacts and coordinating with relevant parties during incidents. Furthermore, the role includes coordinating logistics for country office initiatives, high-level visits, workshops, and staff engagement activities, ensuring successful delivery of events and activities.

Required Qualifications:
Candidates must possess essential specialized skills and knowledge, including experience in supporting international development organizations, diplomatic missions, or similar client-oriented environments. The ability to handle sensitive matters with discretion and professionalism is crucial. Strong interpersonal, communication, organizational, and administrative skills are required, along with the capacity to manage competing priorities and work effectively in a multicultural environment. Proficiency in Microsoft Office and relevant administrative systems is necessary, and candidates should demonstrate strong written and verbal communication skills in English, with knowledge of Filipino or other local languages being advantageous. Preference will be given to candidates authorized to work in the Philippines without employer sponsorship.

Educational Background:
A Bachelor’s degree is required for this position, along with at least five years of relevant experience in office administration, protocol, relocation, facilities coordination, or program support roles within a large, complex, and multicultural organization. This educational background ensures that candidates have the foundational knowledge and skills necessary to perform the duties of the Senior Administrative Assistant effectively.

Experience:
The position requires a minimum of five years of relevant experience, preferably in roles that involve office administration, protocol, relocation, facilities coordination, or program support. Candidates should have a proven track record of working in complex environments and managing administrative tasks efficiently.

Languages:
Proficiency in English is mandatory, as it is the primary language of communication within the organization. Knowledge of Filipino or other local languages is considered a valuable asset and may enhance the candidate's ability to interact effectively with local stakeholders and staff.

Additional Notes:
This position is classified as an Open-Ended Staff (OPEN-OP) role, indicating that it is a permanent position. The recruitment is local, meaning that preference will be given to applicants who are authorized to work in the Philippines. 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 candidates regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.