Administrative Assistant

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. Please visit www.worldbank.org.

The mandate of the External and Corporate Relations (ECR) Vice Presidency is to strengthen the WBG’s development impact by increasing public support for, and awareness of, the mission and work of the WBG. ECR colleagues provide trusted advice, stakeholder engagement and communications strategies in support of our advocacy goals, while enhancing and protecting the reputation of the institution. ECR manages global engagement with key stakeholders, including media, civil society, private sector, donor countries, and multilateral and international organizations (including the EU, OECD, and UN agencies); and manages corporate communications, including online and social media; issues and reputational risk management; and employee engagement.

External and Corporate Affairs – Western Europe

ECR Western Europe manages relationships with key stakeholders, including government counterparts, parliament, civil society, private sector, media, academia and international organizations in the traditional European development partner and donor countries. As part of the World Bank’s External and Corporate Relations function in Western Europe, the World Bank’s Rome Office (the Rome Office) is responsible for leading the dialogue between the World Bank and Southern European countries (Italy, Portugal, Spain, Cyprus and Greece), the Vatican, and support the dialogue with United Nations organizations based in Rome (FAO- Food and Agriculture Organization, IFAD-International Fund for Agricultural Development, and WFP-World Food Program).

ECRWE – Italy and the Rome Office

The World Bank office in Rome is a Joint Country Representation, hosting both WB and IFC teams. The office is led by the Resident Representative to Italy and Special Representative to Southern Europe, the Holy See and UN RBAs.

The Administrative assistant is part of the ECR team but fulfills a broader scope of work that encompasses administrative support to teams operating out of the World Bank Rome as well as telecommuters and those on mission. She/he serves as the first point of contact for all calls and visitors from within and outside of the World Bank Group.

Duties include the following:

A. Administrative focal point for WBG staff

• Receive and respond to all incoming calls and visitors, informs security on upcoming internal/external visitors to the WBG Rome office
• Communicate with DHL on all incoming pouches, provide DHL, with the help of HQ pouch team, the required invoices and respond to all related queries
• Manage communication with the Mailbox on all outgoing and incoming correspondence and deliveries

Liaison with Italian ministries

• Outreach and management of visa requests with embassies
• Management of accreditation process with the Ministry of Foreign Affairs
• Liaison with Ministry of Foreign Affairs, local authorities, PM/President’s offices, national police force etc for high-level WBG missions
• Management of tax exemption process

B. Manage office operations for WBG staff

• Ensure the smooth running of the three floors space
• Liaising with vendors, handling office procurement, and maintaining stock of office and kitchen supplies
• Manage relations with the Bank of Italy’s real estate management company, the security of the building, the maintenance and cleaning companies
• Manage security, including keys, alarm, fire extinguisher systems and defibrillators, ensuring all equipment is serviced and up to date

C. Support the Head of Office and the work of the ECR Rome team

• Calendar management, documents printing etc.
• Support high-level and other missions: support coordination with government counterparts, including MAECI’s Protocol office and police and security (e.g. for vehicles, permits); organize logistics and accommodation; manage advance work with security teams, including site visits; coordinate with liaison officer/s (for official visits, G20/7 etc)
• Support the management of events, including through correspondence, logistics, catering, equipment etc
• Manage and update databases, including contact information for Southern European constituencies. Update ECREU databases on main events happening in the Southern European constituencies, update the leave tables
• Draft correspondence, create and implement an effective office filing system for inbound/outbound correspondence and other relevant documents in line with World Bank requirements.
• To perform any other ad hoc tasks requested by the Head of the Office and ECR team.

D. Support the management of the Rome Office’s financial resources

Support the Paris-based Senior Resource Management Officer and the Brussels-based Resource Management Assistant by:

• Providing support to vendors with registration process, preparing and submitting to MOFA request for vat exemption certificates
• Collecting invoices from vendors, verifying with the initial requests, collecting charge codes from different teams and approvals and submitting to RM
• Processing Epayables for team members
• Processing SOEs for consultants
• Supporting budget preparation, monitoring and evaluation
• Liaising with vendors, handling office procurement, and maintaining stock of office and kitchen supplies

E. HR proxy

• Support to staff for relocation and other HR related matters
• Support with posting jobs requisition, scheduling interviews and informing candidates on the status

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