Senior Administrative Assistant

At the World Bank, a member of the World Bank Group (WBG), you’ll join a diverse, global community working across cultures, disciplines, and borders to address the world’s most pressing development challenges. With 1.2 billion young people reaching working age in the decade ahead, the challenge of job creation has never been greater. Through partnerships across 145 countries and more than 182 offices worldwide, we work with governments, private sector, development partners and other stakeholders to invest in people, strengthen markets, and deliver scalable, data-driven solutions that generate more and better jobs and improve lives.

For more information, visit https://www.worldbank.org/en/who-we-are/ibrd

VPU Context

The World Bank Group’s Manila Country Office is seeking a Senior Administrative Assistant to provide high-quality administrative, operational, and client service support. Under the supervision of the Operations Manager, the position will coordinate relocation and visiting mission support, facilities and Corporate Real Estate matters, general administration, medical emergency readiness, and office events. The role requires strong ownership, sound judgment, proactive follow-through, and effective coordination with internal and external stakeholders, supporting an integrated One WBG approach.

Duties and accountabilities

Relocation Focal Point and Visiting Mission Support

• 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. Facilities and Corporate Real Estate Coordination
• 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. General Administrative Support
• 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. Medical Emergency Response Coordination
• 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. Other Country Office Support and Events Coordination
• 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.