JOB DESCRIPTION
Roles & Responsibilities:
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.
Salary
Competitive
Monthly based
Location
Kiryu, Gunma Prefecture, Japan
Kiryu, Gunma Prefecture, Japan
