Senior Office Administrator

Senior Office Administrator

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit www.worldbank.org.

The Senior Office Administrator will provide comprehensive administrative and operational support to the Muscat Country Office, ensuring smooth functioning of day-to-day activities and adherence to WBG standards and procedures.

Duties and Responsibilities

• Manage all aspects of office operations and facilities management.  Establish and maintain a pleasant, welcoming and professional office environment for staff, visiting staff and guests.  Manage office equipment maintenance, offices services/suppliers, and liaise with service providers and building management officials. Serve as Leave coordinator for Muscat WBG office. 

• Act as a first point of contact for internal and external stakeholders, including government officials, consultants, and service providers.

• Organize and oversee travel arrangements, including booking flights, accommodations, and transportation, while ensuring compliance with WBG travel policies and budgetary guidelines.

• Proactively identify and implement process improvements to enhance administrative efficiency and support the strategic goals of the WBG Oman team.

• Procurement accountability for country office procurement of goods and services, including SAP entry, POS creation for vendors and for events. Manage and reconcile corporate payment cards and accounts. Track expenses, monitor budget, and process invoices and reimbursements in alignment with IFC financial protocols.

• Liaise and establish strong relationships at administrative and protocols levels with MoF, MoFA and, line ministries. Complete and oversee processes for staff onboarding, visas, official correspondence and logistics for WBG staff, diplomatic pouch shipments and VAT tax refunds.  

• Serve as Security Focal Point, as part of the WBG and United National Security Management Team. Coordinate crisis management plan and ensure regular review of responsibilities and standard operating procedures. 

• Draft, review, and edit correspondence, reports, and presentations for team leaders and management with high degree of accuracy. Manage complex calendars, schedule meetings, and coordinate appointments for WBG Country Manager and senior staff, ensuring efficient time management and prioritization of critical tasks.

• Develop/manage WBG Muscat office contact list, including public and private sector clients, international partners, and other contacts critical to WBG business. Manage incoming and outgoing communications, ensuring timely responses and appropriate follow-up. Maintain records of correspondence, meetings minutes, and relevant research documents. 

• Maintain confidential files, records, and databases in accordance with WBG policies. Support team leads in maintaining and updating content on SharePoint, OneDrive, and internal platforms, ensuring accurate filing and archiving.

• Coordinate and support the planning and execution of WBG missions to Oman, events, workshops, and meetings, including venue arrangements, participant communication, and material preparation. Coordinate logistics for meetings, workshops, and events, including venue arrangements, catering, and IT setup.

• Other duties as assigned by the Country Manager.

Selection Criteria

Attention: Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• Bachelor’s degree required.  

• Minimum of 5 years of relevant administrative and office management experience or equivalent combination of education and experience.

• Experience working with administration and high level executive management. 

• Excellent written and verbal communication skills in English and Arabic. 

• Strong organizational and time management skills; ability to prioritize multiple tasks.

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint). 

• Excellent interpersonal and communication skills; ability to work effectively in a multicultural environment.

• Experience with fast-paced, international or governmental organizations is a plus. 

Reporting Lines

Reports to: Country Manager and provides support to designated operational staff.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC including our values and inspiring stories.