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.

The Pandemic Fund is a collaborative, multi-stakeholder partnership among donor countries, co-investors (countries that are eligible to receive funding from the Pandemic Fund), multilateral development banks (MDBs), other international organizations, philanthropies, foundations and civil society organizations.

The Pandemic Fund’s mission is to ensure that the next infectious disease outbreak, wherever it emerges, is rapidly detected and contained before it becomes a global crisis. To that end, the Fund finances critical investments to strengthen pandemic prevention, preparedness, and response (PPR) capacities at national, regional, and global levels, with a focus on low- and middle-income countries. In just over three years, the Pandemic Fund has built an investment portfolio of US$11.5 billion, currently comprising 67 projects spanning 128 countries across six geographic regions.

The governing and administrative bodies of the Pandemic Fund are its Governing Board, Secretariat (hosted by the World Bank), Trustee (a function performed by the World Bank), and Technical Advisory Panel (TAP). The Pandemic Fund channels resources to eligible countries/regional bodies through a group of accredited Implementing Entities.

The Secretariat is staffed by a dynamic, high-performing team based at the World Bank’s headquarters in Washington, DC. Its work is organized into five workstreams: Governance and Board operations; Grant Operations, Portfolio Management and M&E; Partnerships; Communications; TAP support. An Executive Office comprising the Executive Head, Deputy Executive Head, and a Sr. Assistant, oversees the Secretariat’s deliverables, results and impact, coordinating across the five workstreams.

The Secretariat is looking for an energetic, resourceful, and qualified ETT with experience in the areas of administrative support and office management. The selected candidate will sit within the Executive Office and provide administrative and logistical support to ensure the efficient functioning of the Secretariat, including support to the Executive Office, managing schedules, coordinating meetings and events, and facilitating the smooth execution of administrative processes.

DUTIES AND ACCOUNTABILITIES

•Working under the guidance of Secretariat leadership, the ETT will collaborate closely with all members of the Secretariat and work with internal and external stakeholders to support day-to-day administrative functions.
•Provide comprehensive administrative support to the Secretariat, serving as a back-up to the Sr. Program Assistant, ensuring smooth day-to-day administrative functioning of the Secretariat.

•Assist with scheduling and coordination of meetings, including booking meeting rooms, organizing virtual conferencing (VC), and requesting interpretation and catering services.

•Provide logistical support to the planning and delivery of retreats and events.

•Monitor and prioritize incoming communications, ensuring timely follow-up on key issues. Draft, format, and respond to routine and ad hoc correspondence in a timely and professional manner, following World Bank standards.

•Support office management processes, including coordination of workspace, supplies, and administrative processes.

•Contribute to the development and implementation of office procedures and internal guidelines.

•Support the processing and monitoring of consultants and temporary contracts (STC/ETC/STT and future IC), including tracking expirations, extensions, and related documentation.

•Assist with Purchase Orders and related administrative processes.

•Liaise with HR and administrative units to ensure compliance with Bank policies and procedures.

•Serve as a point of contact for internal and external inquiries, including with Governing Board and TAP members.

•Support monitoring of the unit’s budget, including tracking expenditure and ensuring compliance with policies.

•Identify discrepancies and support resolution of financial or administrative issues.

•Collaborate with Secretariat team members to support coordination across workstreams.

•Support other administrative functions, as needed.