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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 WBG Infrastructure Vertical, specifically the Disaster Management, Solutions & Impact Unit (KIUSD) and its Global Facility for Disaster Reduction and Recovery (GFDRR) in Tokyo. The position is crucial for managing administrative tasks, coordinating events, and supporting the team in building resilience in developing countries.

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 and finalize correspondence, reports, and other documents.
Support the hiring and contract management of consultants.
Update and monitor various databases.
Engage in office security, crisis management, and DRM management.
Assist with records keeping in OneDrive and 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 to maintaining high quality standards.
Proven ability to create and work in a team-oriented, multi-cultural environment, to perform effectively in a constantly changing environment with competing activities and demands, and to effectively serve as a team member.
Effective analytical, research and problem-solving skills and the ability to work independently and make judgments and decisions with minimal supervision.
A good understanding of the disaster risk management industry in Japan, with experience working with Tokyo DRM Hub’s counterparts.
Fluency and strong communication skills in English and Japanese (oral, reading and writing) including ability to draft, proofread and edit correspondences.

Skills

Experience working for International Development agencies and communicating (oral and written) in English at proficient business level.
Experience organizing week-long trainings involving developing country participants.
Excellent knowledge and skills of Microsoft Office applications.
Track record of developing and maintaining databases pertaining to trust fund management and operations.
Proficiency in writing about technology or systems relevant to the functional area.
Ability to coach less experienced staff on relevant technology and systems.
Ability to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
Good organizational skills, ability to plan and prioritize own work and work of internal clients.
Relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.
Ability to practically apply and guide others in policy application.

Location

Tokyo, Japan

Work Type

Local Recruitment

Experience Level

Minimum of 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 is poised to support the sector becoming an engine of growth and jobs through improving policies and governance, foundational infrastructure and private sector investments.
KIUSD supports low and middle-income countries to understand, manage, and reduce their risks from natural hazards and climate change.
The Global Facility for Disaster Reduction and Recovery (GFDRR) 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.
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 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.

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.