Senior Administrative Assistant

Senior Administrative Assistant

Description

At the World Bank, a member of the World Bank Group (WBG), you’ll join a diverse, global community working across cultures, disciplines, and borders to address the world’s most pressing development challenges. With 1.2 billion young people reaching working age in the decade ahead, the challenge of job creation has never been greater. Through partnerships across 145 countries and more than 182 offices worldwide, we work with governments, private sector, development partners and other stakeholders to invest in people, strengthen markets, and deliver scalable, data-driven solutions that generate more and better jobs and improve lives. For more information, visit https://www.worldbank.org/en/who-we-are/ibrd

VPU Context: 

The World Bank Group’s Manila Country Office is seeking a Senior Administrative Assistant to provide high-quality administrative, operational, and client service support.

Under the supervision of the Operations Manager, the position will coordinate relocation and visiting mission support, facilities and Corporate Real Estate matters, general administration, medical emergency readiness, and office events. The role requires strong ownership, sound judgment, proactive follow-through, and effective coordination with internal and external stakeholders, supporting an integrated One WBG approach.

Duties and accountabilities: 

Relocation Focal Point and Visiting Mission Support

• Serve as the focal point for relocation and visiting mission support, covering pre-arrival, settling-in, departure, visa, protocol, customs, vehicle, and mission-related administrative requirements.

• Coordinate with WBP, CTR, Security, Facilities/CRE, HSD, DFA, vendors, and service providers to ensure timely support and follow-through.

• Guide staff, visitors, and relevant teams on visa processes, including close coordination with the Visa Office in HQ, other country offices, and RFPs to ensure timely and consistent support.

• Act as a trusted advisor to relocating staff and managers, providing guidance on relocation-related matters, anticipating potential challenges, and helping facilitate a positive staff experience throughout the assignment lifecycle.

• Escalate delays, exceptions, policy-sensitive matters, or complex cases to the Operations Manager with clear context and recommended next steps.

Facilities and Corporate Real Estate Coordination

• Coordinate facilities and Corporate Real Estate matters, including office readiness, maintenance, space utilization, assets, storage, renovation works, procurement support, and service continuity.

• Work with internal stakeholders, contractors, and service providers to support facilities requests, office projects, maintenance activities, and workplace improvements.

• Maintain facilities documentation, service records, asset information, and issue trackers to support operational continuity and effective vendor management.

General Administrative Support

• Coordinate office administrative services, including staff requests, correspondence, documentation, clearances, billing items, shipment support, memberships, and recurring office requirements.

• Support procurement office-related goods and services, including requirements coordination, vendor follow-up, documentation, and contract management as necessary.

• Maintain administrative records and trackers, and work with staff, consultants, vendors, contractors, and service teams to resolve operational matters and enhance service delivery.

Medical Emergency Response Coordination

• Support medical emergency preparedness by maintaining emergency contacts, MERC resources, hospital and ambulance information, and related documentation.

• Coordinate with staff, HSD, Security, emergency providers, and designated focal points during urgent incidents.

• Support emergency equipment checks, incident documentation, post-incident follow-up, and periodic reviews of local emergency procedures.

Other Country Office Support and Events Coordination

• Coordinate logistics for country office initiatives, high-level visits, workshops, wellness and safety sessions, staff engagement activities, and other management-approved events.

• Work with internal teams and service providers to ensure venue readiness, access, transportation, catering, equipment, materials, and other event requirements.

• Monitor implementation, timelines, and follow-up actions to support successful delivery of office activities and events.

Selection Criteria

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

Essential Specialized Skills & Knowledge

• Experience supporting an international development organization, diplomatic mission, multilateral institution, or similarly complex client-oriented environment is desirable.

• Demonstrated ability to handle sensitive and confidential matters with sound judgment, discretion, and professionalism.

• Strong interpersonal, communication, organizational, and administrative skills, with the ability to manage competing priorities, meet deadlines, and work effectively in a multicultural environment.

• Ability to build productive relationships and work effectively with staff, consultants, vendors, contractors, government counterparts, and service providers.

• Demonstrated ability to respond independently to inquiries, assess options, and recommend practical solutions and next steps.

• Proficiency in Microsoft Office and other relevant administrative systems and tools, with the ability to quickly learn new applications and processes.

• Strong written and verbal communication skills in English; knowledge of Filipino or other local languages is an advantage.

• Preference for candidates authorized to work in the Philippines without employer sponsorship.

Minimum Education/Experience 

• Bachelor’s degree with at least five years of relevant experience, preferably in office administration, protocol, relocation, facilities coordination, or program support roles in a large, complex, and multicultural organization.
Competencies

• Technology and Systems Knowledge: Applies technology and administrative systems effectively to support office operations, service delivery, reporting, and process improvements.

• Project and Task Management: Organizes, coordinates, and monitors multiple priorities, ensuring timely delivery, follow-through, and accountability.

• Institutional Knowledge and Judgment: Applies knowledge of policies, procedures, and administrative practices to provide guidance and support informed decision-making.

• Versatility and Adaptability: Responds effectively to changing priorities, business needs, and operational requirements across a broad range of assignments.

• Client Service and Office Administration: Delivers high-quality administrative support, builds strong working relationships, and contributes to efficient office operations and service excellence.

As the World Bank Group continues to evolve, we value candidates who:

• Demonstrate the ability to collaborate effectively across teams, disciplines, cultures, and institutional boundaries.
• Responsibly leverage digital and AI-enabled tools to enhance productivity, learning, and decision-making.
• Bring experience working in fragile, conflict-affected, and violent (FCV) contexts and are encouraged to highlight relevant experience in their application materials, where applicable.

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.