Senior Administrative Assistant - req34649

Senior Administrative Assistant Job # : req34649

Organization : World Bank

Sector : Administration / Office Support

Grade : GD

Term Duration : 3 years 0 months

Recruitment Type : Local Recruitment

Location : Riyadh, Saudi Arabia

Required Language(s) : English, Arabic

Overview 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 and promoting shared prosperity. 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.

The Middle East and North Africa, Afghanistan, and Pakistan Region serves twenty-two countries across different income groups, of which fourteen are active / potentially active IBRD / IDA borrowers. With a total of 251 projects and over $51 billion in total commitment, the region focuses on job creation, poverty reduction, economic and social inclusion, and good governance.

The World Bank is establishing a Regional Hub office for the MENAAP region in Riyadh, Saudi Arabia. This hub will collaborate with regional teams, IFC, MIGA, and other World Bank offices to facilitate cross-regional knowledge and co‑financing opportunities.

Responsibilities Administrative Support

Ensure smooth operation of office and administrative support by maintaining and coordinating general office procedures and guidelines.

Provide a wide range of administrative assistance to the Regional Hub Manager, including managing priorities, staff interaction, document screening, email handling, and preparation of correspondence and minutes.

Serve as the first point of contact for the Hub Manager, responding to inquiries and exercising strategic thinking and decision making.

Coordinate scheduling, mission briefing materials, binders, and travel logistics for the Hub Manager.

Collaborate with administrative teams across offices to align processes and procedures.

Transaction Support

Liaise with Resource Management staff for cost object and budget data accuracy.

Monitor contracts and maintain a database within the SAP framework.

Create and maintain contracts and payment requests using Epayables and AdminPortal.

Ensure adherence to controls and record retention policies related to contracts and payments.

Communicate with the Hub Manager and relevant staff to gather contract information.

Office Procurement

Assist with procurement of office goods and services, identifying suppliers and requesting quotes.

Maintain vendor lists and ensure procurement procedures are followed.

Prepare reports for the Administrative Procurement Review Committee and approve purchase orders.

Process goods and services requests through SAP.

Logistics and Event Management

Coordinate large events, including marketing, vendor negotiation, and travel arrangements for participants.

Oversee event materials preparation and registration follow‑up.

Travel Coordinator

Support staff and visiting missions on travel matters.

Manage visa issues in liaison with the Relocation Focal Point.

Act as focal point for the travel agency contract and verify travel agent bills.

Enter trip requests and cost statements for consultants and partners.

Other Support

Supervise and coordinate drivers and messengers.

Act as HR proxy in coordination with the HR business partner.

Maintain Attendance Record System for staff mapped to Riyadh Country Office.

Serve as Health Focal Point and Facilities liaison for new hub facilities.

Deliver timely information dissemination and perform other assigned tasks.

Qualifications

Bachelor’s degree with at least seven years of relevant experience, preferably with international development organizations.

Ability to handle sensitive and confidential matters with judgment and maturity.

Excellent interpersonal, written, and oral communication skills for diverse audiences.

Strong organizational, administrative, and time‑management skills with the ability to work under pressure and meet tight deadlines.

Proven ability to work independently and make decisions when multiple courses of action are possible.

Effective network building within the World Bank Group and external partners.

Required Competencies

Technology and systems knowledge – advanced proficiency with relevant technology.

Project and task management – organize, coordinate, monitor, and implement tasks.

Knowledge of institutional policies and procedures – guide others in complex situations.

Versatility and adaptability – anticipate, facilitate, and catalyze change.

Office administration – responsible for planning and coordination of office work.

Fluency in English and Arabic.

WBG Culture Attributes

Sense of urgency – anticipate and quickly respond to stakeholder needs.

Thoughtful risk‑taking – challenge the status quo and push boundaries.

Empowerment and accountability – empower others to act and hold each other accountable.

Benefits The World Bank Group offers a comprehensive benefits package, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave. Reasonable accommodations are provided for individuals with disabilities.

EEO & Diversity Statement We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce. We do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Note Preference will be given to local talent authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

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