E T Temporary

The World Bank Office Manila is seeking an Extended Term Temporary to provide high-quality administrative and client services support. The role involves managing office support functions, coordinating schedules, liaising with internal and external clients, and assisting in logistical planning for events.

Responsibilities

• Carry out the full range of office support work, including managing processes and monitoring schedules related to the team's/unit's products and tasks.
• Organize and manage the Task Team Leader’s meeting schedule and flow of communications, including follow-up actions.
• Coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field, as well as external counterparts.
• Draft routine correspondence and proofread materials using proper grammar, punctuation, and style.
• Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
• Use word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
• Coordinate schedules taking priorities into account, monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
• Solve non-routine problems (e.g., respond to requests requiring file search).
• Assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations.
• Monitor specific activities (e.g., task budget) within their teams or clusters under guidance from staff in a specific discipline.
• Track assigned task/project steps/timetables, coordinate with relevant staff and provide assistance and/or information on project-related matters.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Maintain up-to-date work unit project and other files (both paper and electronic).
• Provide administrative support to Task Team including updating of contact data, profiling outgoing emails and other documents in Sharepoint, mailing, and other routine tasks such as helpdesk support in bank systems.
• Assist team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and other languages.

Requirements

• Bachelor’s degree with 2 years of relevant office administration experience, preferably with international development organizations.
• Ability to work with a wide range of stakeholders including clients in the government, private sector and civil society, development partners and Bank staff.
• In-depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area.
• Able to coach less experienced staff on relevant technology and systems.
• Excellent written and verbal communication skills in English and Filipino.
• Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed.

Skills

• Office Management
• Stakeholder Engagement
• Microsoft Office Suite
• Technical Proficiency
• Systems Coaching
• Written Communication
• Verbal Communication
• Client Services Support
• Scheduling Coordination
• Event Logistics Management

Languages

English, Filipino