Administrative Officer
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:1 month ago
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Category:Administration, Management and Strategy
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Deadline:17/10/2024
JOB DESCRIPTION
Description
Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org
For 75 years, Thailand and the World Bank Group have built a strong and productive partnership that has evolved from traditional lending and advisory services into an innovative knowledge-based partnership that reflects Thailand’s dynamic middle-income status.
The World Bank Office in Bangkok is an important World Bank Group Regional Hub with more than 190 expert staff from the World Bank’s East Asia and South Asia teams and the International Finance Corporation (IFC). The Hub provides services, financing and global partnerships to Thailand and to countries across East and South-Asia. The Hub hosts many global and regional training and capacity building events, bringing thousands of World Bank Group staff, government partners, private sector businesses and academics to Thailand every year. In 2026, Thailand will also co-host the Annual Meetings of the World Bank and the International Monetary Fund (IMF), which will give added visibility and importance to the World Bank Group Hub in Thailand. The current Bangkok office space will also undergo a renovation over the next two years to accommodate these increasing demands for World Bank Group presence and operation as well as enhance external visibility of the World Bank Group to a wide range of stakeholders.
The World Bank is looking for an Administrative Officer to provide integrated business facilitation services related to Hub, including visiting missions, internal and external events, visa and relocation services for World Bank staff and their families, facilities management, and related services tailored to the business needs. Successful candidate must have the ability to multi-task, interact well with staff at all levels while remaining positive, flexible, proactive, resourceful, and efficient with a high level of professionalism. The position will be supported by a small team of administrative support staff. Excellent communication skills, the ability to work independently with light supervision, strong decision-making abilities, and attention to detail are critically important. We are looking for someone who has a friendly disposition and a can-do attitude. This position is critical to the overall performance of the World Bank Hub in Thailand.
PURPOSE AND SCOPE OF THE POSITION
Reporting to the World Bank Operations Manager, the Administrative Officer’s role is to help design and then supervise and coordinate all business facilitation functions in the Hub. The successful candidate must have the ability to understand and respond effectively to the business needs, the ability to work with government agencies as related to visas and events, private sector vendors and contacts, development partners (UN, other IFIs) and WBG staff, including with the Budget, Performance Review and Strategic Planning (BPS), Global Corporate Solutions (GCS), Health Services Dept (HSD), IT, Administration and Client Support (ACS), Human Resources (HR) and management teams. S/he will interact frequently with government and UN counterparts; and provide mentoring and guidance to junior staff.
DUTIES AND ACCOUNTABILITIES:
Her/his responsibilities will include, but are not limited to the following:
Visiting Mission and Relocation Protocols:
• Provide timely and accurate information to visiting missions, including updating and routinely sharing the Visiting Mission Guidelines. Update such documents on the Thailand Country Office website for easy access by Bank staff.
• Establish and maintain good relationship with contacts in Ministry of Foreign Affairs to facilitate visa and immigration matters and resolve related issues; and provide timely assistance to staff. Stay abreast of Thailand’s immigration requirements.
• For relocations:
o Coordinate with the Global Mobility Analyst and Relocation Focal Point to ensure efficient support to staff relocating to and from Bangkok office and maintain database of incoming and outgoing expatriate staff.
o Monitor work done by Relocation Focal Point on shipping and customs clearance for official shipments and for household effects of arriving and departing expatriate families.
Events:
• Act as the first point of contact for events and visiting missions coming to Thailand and maintain database of events/missions in Thailand.
• Develop contacts with the Bank’s East Asia Learning and Headquarters Learning unit, which frequently holds events in Thailand.
• Lead the team to provide administrative support for events. Maintain pool of short-term consultants to support events and allocate as needed.
• Ensure the database of critical information related to events (hotels, transportation, health, security, facilitators) is up to date and listed on the Bank list/website.
• Liaise with the Bank’s Global Hotel team in Washington DC to initiate annual negotiations in Thailand.
• Coordinate with BPS to ensure satisfactory service of the World Bank Group’s designated travel agent
• Develop materials advertising events facilitation service for the Hub.
• As required and under guidance of the Country Director and Operations Manager, liaise with headquarters colleagues working on the preparation of the World Bank Group’s Annual Meeting in 2026 in Bangkok.
Facilities:
• Liaise with the landlord on facilities maintenance and refurbishment works as needed.
• In coordination with the Operations Manager, collaborate with GCS on planning and implementation of office renovation.
• Participate in sustainability and aesthetics efforts to promote the hub.
• Coordinate with the Operations Manager and HR Business Partner on office space assignments to staff.
Transportation
Manage office transportation and the use of Bank-owned vehicles and contract transportation services, as needed.
Work with the Security Specialist in the implementation of Bank Road Safety Transportation Policy.
Asset Management
• In collaboration with BPS, manage asset management function in compliance with WBG policies and procedures, including required tracking, redeployment, upgrade, replacement and disposal; asset records, periodic physical checks; and inventory.
Security and Medical Emergency Response
• Act as Security Champion and Medical Emergency Response Coordinator (MERC) for the Country Management Unit.
• Work closely with Security Specialist in design of mission and event protocols.
• Coordinate with Operations Manager on keeping the Business Continuity Plan updated.
Administrative Procurement contracts and processes
• Contribute to the activities of the Admin Procurement Committee (APC), provide inputs to the Administrative Procurement Plan.
• Develop and maintain vendor database.
• On behalf of the Hub, implement and report on annual procurements. Develop vendor management performance metrics.
General business facilitation and administration:
• Oversee daily administrative support and business facilitation activities.
• Develop and advise staff regarding the office’s administrative policies/procedures.
• Develop an updated and improved hub office events and notice digital screen.
• Track data on services provided by the Business Facilitation Unit and prepare annual report.
• Manage invoice and VAT refund processing in coordination with BPS team.
• Handle archived records management and document storage per WBG policies.
• Manage the ordering of office supplies and equipment.
• Develop and manage an office-wide meeting room reservation and management system.
• ID cards – Coordinate with Security on issuance of access documents.
• Ensure mail delivery, diplomatic pouch, and messenger services.
Selection Criteria
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Minimum Education and Experience:
• Master degree, preferably in Business / Office Administration, Accounting or Finance.
• Thai and English proficiency (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.
• Knowledge of general software applications, e.g. SAP, Outlook, Word, Excel, and PowerPoint.
• 5 years of experience in the Administration/Resource Management area, with at least 3 years in a supervisory capacity acquired in an international organization or a large national or multinational corporation.
Essential Specialized Skills/Knowledge/Competencies:
• Self-starter with the ability to work independently, prioritize and get things done.
• Ability to anticipate and to make things happen with a specific goal in mind.
• Demonstrated ability to supervise diverse resources and staff; with sensitivity to cost effectiveness, quality and timeliness of delivery.
• Capacity to work simultaneously, effectively and efficiently on a variety of issues and tasks.
• Strong client focus, including good interpersonal skills required for building and maintaining collaborative relationships with both internal and external clients.
• Capacity to deal sensitively in a multi-cultural environment and build effective working relations clients and colleagues at all levels, including the ability to deal tactfully and discretely with high level government officials.
• Strong communication skills, including the ability to speak persuasively and explain policy, process and procedural guidelines effectively, in writing and orally, including situations requiring negotiation with vendors/contractors.
• Ability to provide guidance and mentor junior staff, as needed; and willingness to learn new skills and seek help from others.
• Understanding of information systems and ability to identify and apply technology to enhance efficiency.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
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.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.
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