JOB DESCRIPTION

Extended Term Temporary

Job #: req32575 Organization: World Bank Sector: Administration/Office Support Grade: ET4 Term Duration: 1 year 0 months Recruitment Type: Local Recruitment Location: Washington, DC,United States Required Language(s): English Preferred Language(s): Closing Date: 4/14/2025 (MM/DD/YYYY) at 11:59pm UTC

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. Visit www.worldbank.org.

Established in 1944, the WBG is one of the world’s largest sources of funding and knowledge for development solutions. In fiscal year 2018, the WBG committed $67 billion in loans, grants, equity investments and guarantees to its members and private businesses, of which $24 billion was concessional finance to its poorest members. It is governed by 188-member countries and delivers services out of 120 offices with nearly 15,000 staff located globally.

The WBG consists of five specialized institutions: the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID). The World Bank is organized into six client-facing Regional Vice-Presidencies, several corporate functions and thirteen Global Practices to bring best-in-class knowledge and solutions to regional and country clients.

Poverty has no borders, neither does excellence. We succeed because of our differences, and we continuously search for qualified individuals with diverse backgrounds from around the globe.

Project/Task Background / General Description:

The ETT will provide high-level administrative support to the Mental Health and Wellbeing Unit (MHWU) within the Health and Safety Directorate (HSD). Responsibilities include managing client interactions, coordinating large meetings and events, and ensuring efficient operations within the unit. The role also involves connecting clients to necessary resources and support services, including legal and emergency funds.

The Mental Health & Wellbeing Unit (MHWU) is seeking qualified candidates for the position of Extended Term Temporary to provide comprehensive administrative support to MHWU teams. Based in HQ, the incumbent will report to the MHWU Manager and work closely with other team members to ensure smooth business continuity.

Duties & Responsibilities: 

• The primary responsibilities include supporting the MHWU teams based in HQ and, when necessary, coordinating administrative tasks with regional HSD hub Senior Program Assistants.
• Provides administrative support to the unit’s meetings and those attended by team leads, such as the Mental Health Strategy Secretariat Meetings, DAPP Advisory Committee meetings and other MHWU meetings. Tasks include scheduling meetings, coordinating with stakeholders, taking minutes, disseminating notes, and assisting in the preparation of presentations and other background materials.
• Troubleshooting and providing technical support for meetings, including IT and non-IT related matters, by coordinating with relevant counterparts within and outside the directorate.
• Maintaining the unit’s inventory system and ensuring timely restocking of promotional materials in coordination with unit leads. This includes ordering new materials via the WBG printing team and external vendors.
• Coordination with HUB regional Senior Program Assistants on projects and tasks involving MHW regional counselors’ missions and presentations, including pouching materials when needed.
• Work closely with the HUBs SPAs and the CO procurement team to order supplies for various locations, ensuring they are reasonable and within budget.
• Coordinate logistics with guest speakers, as needed, i.e., travel, honorarium payments, local transportation, etc.
• Assist with the promotion of the event(s) throughout the Bank/Fund and other participating or guest organizations (email, posters, flyers, etc.).
• Assist in the disbursement of designated WBG funds for legal assistance as well as emergency funds
• Maintain records of brochures sent to Country Offices and develop contacts with RWAs in those offices to ensure materials are mounted in washrooms and replaced as needed.
• Represent HSD at designated Bank and Fund orientation sessions, providing information to new staff on services and offerings
• Providing logistical support for MHWU events, including reserving venues, ordering catering, and assisting in promoting events via available WBG platforms.
• Preparing basic reports using available unit platforms or portals as requested by different teams within the unit.
• Provides cross-support to other HSD units by closely working with other ACS in the directorate when needed.
• The incumbent serves as the primary backup for other admin staff including the Program Associate as and when needed. 

Selection Criteria

• High school diploma with 10 years of experience or equivalent combination of education and experience, preferably a bachelor’s degree in the relevant field or similar discipline with 6 years of experience,
• Extensive experience in administrative roles, with a focus on health and safety, mental health, or related areas
• Proven knowledge of administrative processes and procedures; preferably WBG administrative processes and procedures
• Strong knowledge of regulations related to health and safety, mental health, and domestic abuse prevention
• Excellent communication and interpersonal skills

Skills and Competencies:
Technical Skills:
• Proficiency in administrative tasks and processes
• Strong understanding of health and safety regulations and mental health laws
• Ability to draft and review documents and policies
• Strong computer skills; proficiency with various software technologies such as MS Office, Outlook, Teams, Sodalas, NextGen, OneDrive, and other standard office productivity software.
• Ability to learn quickly new software applications

Leadership Skills:
• Ability to lead and manage administrative projects and initiatives
• Strong decision-making and problem-solving skills
• Ability to mentor and guide junior staff

Communication Skills:
• Strong communication skills in English (verbal and written), including the ability to draft, proofread, and edit correspondences and ensure the quality of written outputs
• Ability to present complex information clearly and concisely
• Strong negotiation and advocacy skills

Interpersonal and Teamwork Skills:
• Proven ability to create and work in a team-oriented, multi-cultural environment, to perform effectively in a constantly changing environment with competing activities and demands, and to effectively serve as a team member in various groups.
• Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact, and diplomacy.
• Ability to manage confidential and sensitive matters with discretion, judgment, and tact
• Demonstrated ability to respond and deal effectively with diverse situations which require good judgment, tact, diplomacy, and confidentiality.
• Ability to build and maintain effective working relationships with colleagues and stakeholders
• Strong teamwork and collaboration skills

Organizational and Administrative Skills:
• Excellent organizational, administrative, and effective strong time management & Organizational skills.
• Demonstrated ability to organize, prioritize, schedule, plan, and coordinate work and other activities internally and externally.
• High-level organizational skills, resourcefulness, and ability to establish appropriate work priorities and to work independently with minimum supervision
• Strong attention to detail and to maintaining high quality standards.
• Ability to produce high quality work under pressure.
• Demonstrated ability to organize and implement projects and tasks, set priorities, coordinate, and monitor assignments to maximize efficiency and quality.
• Ability to manage multiple tasks and priorities effectively

World Bank Group Core Competencies

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. 

Note: The selected candidate will be offered a one-year appointment, renewable at the discretion of the World Bank Group, and subject to a lifetime maximum ET appointment of three years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their third-year ET appointment are not eligible for future ET appointments.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements