Current Job Openings
--------------------
[Recruitment: Tokyo Development Learning Center (TDLC) Program Assistant]
The World Bank TDLC is seeking a Program Assistant to support preparation and implementation of the TDLC activities in Japanese and English.
Duties and Accountabilities:
A. Transaction Processing
- Process transactions in accordance with World Bank procedures. This includes but not limited to processing of contracts using the Admin Portal, creating and/or adjusting Purchase Orders (POs), creating UPIs and opening/adjusting consultant contacts, processing payments and any other transaction as required by the TTL.
- Create travel requests and enter the SOEs of consultants, visitors, and others into the system in a timely manner, ensuring all necessary documentation complies with the Bank's travel policy.
- Assist in the monitoring of the unit’s budget, ensuring accurate recording of expenses and adherence to policies, identifying problems and discrepancies and actively pursuing solutions.
- Assists with end-of-year closing requirements that include reviews and follow-ups to ensure that consultant commitments and balances are paid and contracts are closed accordingly, particularly during the last quarter of the fiscal year.
B. Office Administrative Support
- Support the design, adherence and supervision of general office administrative procedures.
- Coordinates schedules taking priorities into account, monitors changes and communicates the information to the task teams.
- Assists the team in drafting routine correspondences and documents and proofreading material using proper grammar, punctuation, and style in English and Japanese.
- Maintains a good filing system using SharePoint and other Bank repositories, for hard and soft copies of documents, and shares with other team members.
- Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
- Support TTL in recruiting and on-boarding processes for new staff, including coordination of panel members, interview scheduling, filing of documents, and coordinating with HR on COMPASS-related tasks.
- Solves non-routine general issues (e.g., responds to requests requiring file search, etc.)
- Serves as a back-up to other staff (Program / Team Assistants) on TDLC activities and administrative tasks, when needed.
- Carries out other assignments, as required.
C. Administrative support for events, workshops, and conferences
- Provides direct support to preparation, supervision, completion of TDLC events/activities without delay, including assisting with arranging meetings, preparing missions travel and logistics including flights, visas, and mission briefs, as needed, for staff, consultants, and reminding the team of travel requirements.
- Assists in the logistical planning for various events, e.g. conferences, workshops including but not limited to venue selection, coordination with vendors for services such as catering, transportation, and technical support if necessary; preparation and distribution of event-related documents, including invitation, agenda and participant handouts.
- Assists in post-event activities such as payments, ensuring that vendors, suppliers and contractors are paid in a timely manner; preparing financial report post-event including an analysis of costs versus the event budget.
- Respond to last-minute requests from event attendees, speakers, or organizers.
- Ensure that attendee information and other sensitive data are handled securely and in compliance with the Bank’s Data Privacy regulations.
Selection Criteria:
- A Bachelor’s degree with 2-3 years of relevant office administration experience, preferably with a large multinational or international development organization.
- Knowledge of/ability to perform diverse and intricate administrative tasks.
- Experience in transaction processing (payments, processing contracts)
- Excellent command of the English and Japanese language, both written and oral.
- Computer proficiency and full conversance with MS office programs.
- Effective organizational skills and ability to prioritize assignments.
- Demonstrated resourcefulness to develop practical approaches that improve office support work.
Strong interpersonal skills and commitment to work in a team-oriented, multi-cultural environment.
Required Competencies – from Bank guidelines:
- Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has the ability and willingness to maintain up-to-date knowledge and skills in technology.
- Project and task management- Exhibits good organizational and problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has the ability to manage multiple tasks and complete tasks within the agreed schedule.
- Institutional policies, processes, and procedures- Demonstrates knowledge of own department's programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the assigned responsibilities and can apply/implement them.
- Versatility and adaptability- Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
- Deliver Results for Clients- Proactively responds to and completes client requests.
- Collaborate within Teams and Across Boundaries- Contributes collaboratively to one’s own team
- Knowledge, Learning, and Communication - Has good knowledge of the official unit's language(s).
- Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
- Client Orientation - Exhibits positive and professional client service attitude; is able to understand clients' needs and complete them professionally.
Job Type: Program Assistant (GC) / Local Recruitment
Duration of Employment: 2 years 0 months
Start date: Immediate
Details: Career Site / Program Assistant, Tokyo, Japan
How to apply: Please apply by clicking “apply now” in Career Site / Program Assistant, Tokyo, Japan
