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About the Role

The World Bank Group is a unique global partnership dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. This role provides comprehensive logistics and administrative support for the UHC Knowledge Hub's capacity development program, advocacy, and communications activities.

Responsibilities

• Support transaction processing needs, including managing contracts, purchase orders, consultant arrangements, and payments.
• Create travel requests and process statements of expenses for consultants and visitors.
• Support fiscal year-end closing tasks.
• Provide office administrative support, including coordinating schedules, meetings, and communications in English and Japanese.
• Draft and translate correspondence, memos, and event materials (EN-JP and JP-EN).
• Maintain digital and physical filing systems, including SharePoint.
• Coordinate with counterparts at HQ and in other country offices.
• Manage Zoom and other virtual platforms for meetings and events.
• Manage vendors and venues for events, including sourcing and coordinating with hotels, restaurants, transport providers, and interpreters.
• Secure venues and necessary equipment, and confirm room layouts and technical requirements.
• Maintain vendor and venue records.
• Draft and disseminate event communications, including invitations, confirmations, and visa letters.
• Respond to participant inquiries and prepare and circulate logistical guidelines.
• Coordinate with Japanese host agencies and local counterparts.
• Participate in scoping missions and preparation for site visits.
• Manage the procurement, shipment, and distribution of event-related materials and supplies across Japan.
• Prepare post-event logistical reports summarizing key arrangements and operational issues.

Requirements

• Minimum education: High School Diploma and Business School Training.
• At least 7 years of event management and administrative support experience.
• Knowledge of WBG processes and systems.
• Proven experience in administrative and event coordination roles, preferably in international or cross-cultural settings.
• Strong bilingual communication skills (English and Japanese).
• Proficiency in Microsoft Office, SharePoint, and digital collaboration tools.
• Detail-oriented, proactive, and able to manage multiple priorities under tight timelines.
• Familiarity with World Bank procedures and systems is an asset.

Skills

• Event management
• Administrative support
• Transaction processing
• Office administration
• Zoom and virtual event management
• Vendor and venue management
• Participant communications
• Logistical guidance
• Procurement
• Logistical reporting
• English
• Japanese
• Microsoft Office
• SharePoint
• Digital collaboration tools

Location

• Tokyo, Japan

Work Type

• Local Recruitment
• Extended Term (ET) appointment

Experience Level

• At least 7 years of experience

Education Level

• High School Diploma
• Business School Training

About the Company

• The World Bank Group is one of the largest sources of funding and knowledge for developing countries.
• It is a unique global partnership of five institutions dedicated to ending extreme poverty on a livable planet, 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.
• The WBG People Vice Presidency is responsible for getting the right public and private sector solutions to our operational teams and to our clients, and to produce scalable impact.
• Its mandate is to deliver knowledge for impact to enable and support the WBG to achieve its goals in support of our mission and specifically: providing guidance on creating more and better jobs; supporting foundational infrastructure and human capital, policy environment, and private sector mobilization; focusing on agribusiness, healthcare, infrastructure, manufacturing, and tourism; and support and accelerate specific targets such as M300, Health 1.5bn, and SP 500.
• The VPU’s objectives in driving outcomes include replicating and scaling effective solutions, enhancing thought leadership and innovation, and delivering timely knowledge to client teams.

Equal Opportunity

• 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.