E T Temporary

CGAP; Washington (District of Columbia); On-site; USD 75,000 - 110,000; Full time

Job summary

The World Bank is seeking an experienced administrative professional to support the ITS Unit with calendar management, travel planning, and recruitment coordination. You will ensure smooth day-to-day operations and facilitate cross-team collaboration across ITSTO and ITSPL.

You will handle scheduling, event logistics, document preparation, and onboarding/offboarding tasks while maintaining a proactive approach to process improvements and digital tools usage.

Qualifications

• Experience coordinating recruitment logistics and onboarding activities.
• Ability to organize staff meetings, events and travel arrangements.
• Strong communication and coordination skills across multi-disciplinary teams.

Responsibilities

• Manage the Unit Manager's calendar, meeting logistics, and official travel planning.
• Liaise with front offices and peers; coordinate between unit and department levels.
• Plan staff meetings and unit events; manage agendas, notes, and follow-ups.
• Support recruitment logistics, onboarding/offboarding, interviews, and space planning.
• Provide broad administrative support: scheduling, document prep, archiving, and travel arrangements.
• Prioritize competing demands with minimal supervision; liaise with technical teams as needed.
• Facilitate internal communication and maintain distribution lists; manage Teams channels.
• Be proactive with problem solving and stay current with Office 365, Teams, Webex and related tools.
• Collaborate with other unit assistants on cross-departmental matters and provide back-ups.

Skills

Calendar management

Communication

Independent judgment

Tools

Office 365

Microsoft Teams

Webex

SAP/Admin Portal

Job description

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

ITS Vice Presidency Context

The Information and Technology Solutions (ITS) Vice Presidential Unit (VPU) enables the World Bank Group to achieve its mission of ending extreme poverty and boost shared prosperity on a livable planet by delivering transformative information and technologies to its staff working in over 150+ locations. For more information on ITS, see this video: https://www.youtube.com/watch?reload=9 v=VTFGffa1Y7w

Department Context

The World Bank Group Technology Office (ITSTO) defines and executes the technology strategy for the World Bank Group, ensuring that technological investments and standards deliver secure, resilient, and efficient platforms to support global operations. Through strategic planning, enterprise architecture, platform engineering, and core infrastructure management, ITSTO aligns technology initiatives with the Bank Group’s mission and business objectives. By fostering collaboration across all World Bank Group entities—including IBRD, IDA, IFC, MIGA, and ICSD—ITSTO leverages technology as a catalyst for accelerating development impact and advancing digital transformation.

Unit Context

The Technology Platforms unit (ITSPL) delivers integrated IT platform solutions, integrating security, cloud-first strategies, automation, and self-service capabilities. ITSPL facilitates Identity and Access Management (IAM) in accordance with Zero Trust principles, Platform Engineering through Infrastructure as Code (IaC), and seamless Database and Integration management. By applying Site Reliability Engineering (SRE) practices, the unit ensures Cloud Operations adhere to enterprise standards for efficiency and reliability.

Duties and Accountabilities

• Manage the Unit Manager's calendar, meeting logistics, and official travel planning; monitor action items and follow through on decisions and commitments across unit leadership.
• Liaise with the ITSTO front office, advisor, and peer ITS unit front offices; serve as the primary coordination point between the unit and broader departmental and VPU-level counterparts.
• Plan staff meetings and unit events (town halls, workshops, social activities), managing agendas, notes, and follow-up actions.
• Serve as the unit recruitment, onboarding, offboarding and space coordinator. This involves providing support for the hiring process (including coordinating and scheduling candidate interviews), organizing all recruitment logistics, ensuring a consistent and welcoming experience for all staff, handling device provisioning and device returns as needed, and handling workspace assignments.
• Support space management and handle day-to-day operational needs, identifying opportunities to streamline unit processes.
• Provide a wide range of administrative support to the unit, including scheduling and organizing meetings, organizing event logistics, coordinating calendars and schedules, independently resolving scheduling conflicts, supporting document preparation and archiving.
• Prioritize competing demands with minimal supervision, and handle issues and activities with independent judgment and discretion. Liaise with technical teams and other parties, as needed, to channel incoming correspondence and ensure smooth day-to-day operations.
• Facilitate internal communication, ensuring team members and contractors provide requested information in a timely manner.
• Maintain and manage the unit’s distribution lists. Create and manage teams and channels in Microsoft Teams and other applications to facilitate internal collaboration and task tracking.
• Be a proactive problem-solver, fast learner, with solid knowledge of the Office 365 suite (including Word, Excel, PowerPoint, SharePoint, etc.), Microsoft Teams, Webex, SAP/Admin Portal, and a keen awareness of digital technologies and trends.
• Work closely with the Assistants of other ITSTO units on cross-departmental matters and act as back‑up to counterparts during leave periods.
• Any other Ad-hoc assignments.