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About the Role

The World Bank offers a unique opportunity to build a career focused on solving global development challenges. This role supports the GFDRR Secretariat, a global partnership helping low- and middle-income countries manage and reduce risks from natural hazards and climate change. The position is financed by a Trust Fund, with renewal contingent upon funding availability and other factors.

Responsibilities

• Provide administrative support to the Practice Manager and the Tokyo DRM Hub team.
• Coordinate meetings and follow up on agreed actions, deadlines, and priorities.
• Organize and support logistical preparations for knowledge exchanges, conferences, meetings, and workshops.
• Manage budgets for projects.
• Process travel arrangements and SOE submissions.
• Process services and goods contracts and payments.
• Draft letters and emails, conforming to Bank and Practice Group standards.
• Finalize documents by proofreading and formatting.
• Support the Tokyo DRM Hub and TTLs in hiring consultants and managing their contracts.
• Update and monitor various databases managed by the Tokyo DRM Hub.
• Engage in office security, crisis management, and DRM management.
• Assist with records keeping in OneDrive.
• Assist with asset management.
• Respond to diverse inquiries and make decisions when multiple courses of action are possible.
• Assume a back-up role for other ACS staff during absences or peak periods.
• Perform other ad-hoc duties and support other staff as assigned.
• Support the Tokyo CER office and other Tokyo-based World Bank Group units as necessary.
• Report to the team leader in Tokyo on a day-to-day basis.

Requirements

• A bachelor's degree with a minimum of 2-3 years of relevant office administration experience, preferably with a multinational or international development organization.
• Excellent organizational and administrative skills, demonstrated ability to organize, prioritize, schedule, plan and coordinate work and other activities internally and externally.
• Solid experience and knowledge of the World Bank Group’s organizational structure, administrative processes, policies and procedures.
• Proven track record in managing confidentiality.
• Strong personal ethics and sound judgement.
• Reliability, resourcefulness and flexibility.
• Strong attention to detail and ability to maintain high quality standards.
• Proven ability to create and work in a team-oriented, multi-cultural environment.
• Ability to perform effectively in a constantly changing environment with competing activities and demands.
• Ability to effectively serve as a team member.
• Effective analytical, research and problem-solving skills.
• Ability to work independently and make judgments and decisions with minimal supervision.
• A good understanding of the disaster risk management industry in Japan.
• Experience working with Tokyo DRM Hub’s counterparts.
• Fluency and strong communication skills in English and Japanese (oral, reading and writing).
• Ability to draft, proofread and edit correspondences.

Skills

• Experience working for International Development agencies
• Communicating (oral and written) in English at proficient business level
• Organizing week-long trainings involving developing country participants
• Excellent knowledge and skills of Microsoft Office applications
• Developing and maintaining databases pertaining to trust fund management and operations
• Writing proficiency of technology or/and systems relevant to functional area
• Coaching less experienced staff on relevant technology and systems
• Undertaking diverse and complex assignments with minimal supervision
• Resolving competing demands
• Planning and prioritizing own work and work of internal clients
• Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people
• Practically apply and guide others in policy application

Location

• Tokyo, Japan

Work Type

• Local Recruitment

Experience Level

• 2-3 years of relevant office administration experience

Education Level

• Bachelor's degree

Benefits

• Retirement plan
• Medical insurance
• Life insurance
• Disability insurance
• Paid leave, including parental leave
• Reasonable accommodations for individuals with disabilities

About the Company

• The World Bank consists of two entities – the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). It is a global development cooperative owned by 189 member countries.
• As the largest development bank in the world, the World Bank provides loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries, and coordinates responses to regional and global challenges.
• The WBG Infrastructure Vertical provides public and private solutions to operational teams and clients across the WBG to produce scalable impact.
• The WBG Infrastructure Vertical's mandate is to deliver knowledge for impact to support the WBG to achieve its goals in support of our mission and specifically: providing guidance on creating more and better jobs by: (i) supporting foundational infrastructure and human capital, (ii) policy environment, and (iii) enabling and mobilizing private sector capital.
• With 60 years of experience, the WBG is poised to support the sector becoming an engine of growth and jobs through improving policies and governance, foundational infrastructure and private sector investments.
• The Infrastructure VPU’s objectives in driving outcomes include replicating and scaling effective solutions, enhancing thought leadership and innovation, and delivering timely knowledge to client teams.
• KIUSD supports low and middle-income countries to understand, manage, and reduce their risks from natural hazards and climate change.
• Within KIUSD, the Global Facility for Disaster Reduction and Recovery (GFDRR) umbrella trust fund is a global partnership that helps low- and middle-income countries better understand and reduce their vulnerability to natural hazards and climate change.
• GFDRR supports analytics and technical assistance to governments in the most vulnerable countries and communities where it will have the greatest positive impact.
• The GFDRR Secretariat is hosted within the Global Unit at the World Bank in Washington D.C. with satellite offices in Brussels and Tokyo.
• The Secretariat is responsible for resource mobilization, awarding and managing grants, reporting on results, and carrying out outreach and partnership development.
• The Japan-World Bank Program has contributed to close to 80% of the low- and middle-income countries supported by the World Bank in institutionalizing disaster risk reduction as a national priority.
• The World Bank Tokyo DRM Hub mobilizes global expertise to help address resilience challenges in developing countries.
• The Tokyo DRM Hub is responsible for the day-to-day management of the Program and acts as the Program’s facilitator of DRM expertise, knowledge, and technology solutions to help developing countries build resilience to climate and disaster risk.

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.