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. The organization operates in numerous countries worldwide, focusing on various sectors including infrastructure, health, education, and environmental sustainability. The World Bank's Infrastructure Vice Presidency is particularly focused on addressing critical infrastructure gaps in developing and emerging economies, which is essential for creating economic opportunities for the poor. The organization employs thousands of professionals across various disciplines and has a significant impact on global development initiatives.

Job Overview:
The Program Assistant position at the World Bank in Tokyo involves providing comprehensive administrative support for the Tokyo Development Learning Center (TDLC) activities. This role is crucial for ensuring the smooth operation of the center, which facilitates collaboration between the World Bank Group and Japanese cities, agencies, and partners. The Program Assistant will be responsible for transaction processing, office administrative support, and logistical planning for events and workshops. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently. The successful candidate will play a key role in supporting the TDLC's mission to enhance urban planning, service provision, and resilience in developing countries. This position offers an opportunity to contribute to significant development challenges and engage with a diverse range of stakeholders.

Duties and Responsibilities:
The duties and responsibilities of the Program Assistant include:

• Transaction Processing: Processing transactions in accordance with World Bank procedures, including contracts, purchase orders, and payments. Creating travel requests and ensuring compliance with travel policies. Monitoring the unit’s budget and assisting with end-of-year closing requirements.
• Office Administrative Support: Supporting the design and supervision of office administrative procedures, coordinating schedules, drafting correspondences, maintaining filing systems, and assisting with recruitment processes.
• Administrative Support for Events: Providing logistical support for TDLC events, including venue selection, coordination with vendors, and post-event financial reporting. Responding to last-minute requests from event attendees and ensuring compliance with data privacy regulations.
• General Support: Serving as a backup for other staff, solving non-routine issues, and carrying out additional assignments as required. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively in a multicultural environment.

Required Qualifications:
Candidates must possess a Bachelor’s degree and have 2-3 years of relevant office administration experience, preferably within a large multinational or international development organization. They should demonstrate knowledge of diverse administrative tasks and have experience in transaction processing. Excellent command of both English and Japanese, both written and oral, is essential. Proficiency in Microsoft Office applications is required, along with effective organizational skills and the ability to prioritize assignments. Candidates should exhibit resourcefulness and strong interpersonal skills, with a commitment to teamwork in a multicultural setting.

Educational Background:
A Bachelor’s degree is required for this position. The degree should ideally be in a field related to administration, business, or international development, providing a solid foundation for the administrative and operational tasks expected in this role.

Experience:
The position requires 2-3 years of relevant office administration experience. Candidates should have a background in working with large organizations, preferably in the international development sector, where they have gained experience in transaction processing and administrative support.

Languages:
Fluency in English and Japanese is mandatory for this position, as the role involves communication and documentation in both languages. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This is a local recruitment position based in Tokyo, Japan, with a term duration of 2 years. The role is full-time and offers a comprehensive benefits package, including medical, life, and disability insurance, as well as paid leave. The World Bank is committed to diversity and inclusion in its workforce and encourages applications from all qualified individuals.