Senior Administrative Assistant

The Senior Administrative Assistant at the World Bank Group’s Manila Country Office provides high-quality administrative, operational, and client service support. The role involves coordinating relocation and visiting mission support, facilities and Corporate Real Estate matters, general administration, medical emergency readiness, and office events, requiring strong ownership and effective coordination with internal and external stakeholders.

Responsibilities

• Serve as the focal point for relocation and visiting mission support, covering pre-arrival, settling-in, departure, visa, protocol, customs, vehicle, and mission-related administrative requirements.
• Coordinate with WBP, CTR, Security, Facilities/CRE, HSD, DFA, vendors, and service providers to ensure timely support and follow-through.
• Guide staff, visitors, and relevant teams on visa processes, including close coordination with the Visa Office in HQ, other country offices, and RFPs to ensure timely and consistent support.
• Act as a trusted advisor to relocating staff and managers, providing guidance on relocation-related matters, anticipating potential challenges, and helping facilitate a positive staff experience throughout the assignment lifecycle.
• Escalate delays, exceptions, policy-sensitive matters, or complex cases to the Operations Manager with clear context and recommended next steps.
• Coordinate facilities and Corporate Real Estate matters, including office readiness, maintenance, space utilization, assets, storage, renovation works, procurement support, and service continuity.
• Work with internal stakeholders, contractors, and service providers to support facilities requests, office projects, maintenance activities, and workplace improvements.
• Maintain facilities documentation, service records, asset information, and issue trackers to support operational continuity and effective vendor management.
• Coordinate office administrative services, including staff requests, correspondence, documentation, clearances, billing items, shipment support, memberships, and recurring office requirements.
• Support procurement office-related goods and services, including requirements coordination, vendor follow-up, documentation, and contract management as necessary.
• Maintain administrative records and trackers, and work with staff, consultants, vendors, contractors, and service teams to resolve operational matters and enhance service delivery.
• Support medical emergency preparedness by maintaining emergency contacts, MERC resources, hospital and ambulance information, and related documentation.
• Coordinate with staff, HSD, Security, emergency providers, and designated focal points during urgent incidents.
• Support emergency equipment checks, incident documentation, post-incident follow-up, and periodic reviews of local emergency procedures.
• Coordinate logistics for country office initiatives, high-level visits, workshops, wellness and safety sessions, staff engagement activities, and other management-approved events.
• Work with internal teams and service providers to ensure venue readiness, access, transportation, catering, equipment, materials, and other event requirements.
• Monitor implementation, timelines, and follow-up actions to support successful delivery of office activities and events.

Requirements

• Bachelor’s degree with at least five years of relevant experience, preferably in office administration, protocol, relocation, facilities coordination, or program support roles in a large, complex, and multicultural organization.
• Experience supporting an international development organization, diplomatic mission, multilateral institution, or similarly complex client-oriented environment is desirable.
• Demonstrated ability to handle sensitive and confidential matters with sound judgment, discretion, and professionalism.
• Strong interpersonal, communication, organizational, and administrative skills, with the ability to manage competing priorities, meet deadlines, and work effectively in a multicultural environment.
• Ability to build productive relationships and work effectively with staff, consultants, vendors, contractors, government counterparts, and service providers.
• Demonstrated ability to respond independently to inquiries, assess options, and recommend practical solutions and next steps.
• Proficiency in Microsoft Office and other relevant administrative systems and tools, with the ability to quickly learn new applications and processes.
• Strong written and verbal communication skills in English; knowledge of Filipino or other local languages is an advantage.
• Preference for candidates authorized to work in the Philippines without employer sponsorship.

Skills

• Office Management
• Protocol Support
• Relocation Coordination
• Facility Maintenance Coordination
• Program Support
• Client Support
• Confidentiality Management
• Interpersonal Skills
• Organizational Skills
• Administrative Skills
• Priority Management
• Deadline Management
• Multicultural Environment Experience
• Stakeholder Engagement
• Inquiry Response
• Problem Solving
• Microsoft Office Suite
• Administrative Systems
• Written Communication
• Verbal Communication

Languages

English, Filipino