E T Temporary

World Bank Group • Washington, DC

1d • Onsite

About The Position

The World Bank’s Global Environment Facility (GEF) Secretariat seeks an Extended Term Temporary employee to provide day-to-day operational and administrative support for planning, delivering, and financially closing out international events. The role supports procurement, budget management, financial reconciliation, travel coordination, delivery logistics, and virtual event facilitation. It involves close coordination with the GEF Events Team, internal teams, finance and procurement colleagues, external vendors, and event participants. The position reports to the Senior Country Officer and Secretary to the Council.

The successful candidate will assist the GEF Events Team Lead with event procurement, venue selection, participant materials and packages, travel and accommodation arrangements, per diem, logistics, transportation, registration, contracting, catering, and on-site delivery. The role also includes managing event-related purchase orders and budgets, reconciling financial records, coordinating travel requests and expense clearances, tracking delivery of event supplies, and setting up and supporting Zoom and other virtual events.

Requirements

• High school diploma with seven years of experience, or an equivalent combination of education and experience.
• Excellent organizational skills and attention to detail.
• Effective time and project management skills.
• Strong interpersonal skills, a positive attitude, and the ability to work collegially in a multicultural and international environment with diverse stakeholders.
• Strong verbal and written English language skills.
• Initiative and reliability, with the ability to develop practical approaches to improve office effectiveness.
• Ability to manage concurrent activities efficiently under pressure, work with minimum supervision, and meet tight deadlines.
• Experience using advanced functions and applications of standard Bank technology packages, including MS Word, Excel, PowerPoint, Access, SAP, Internet Explorer, and other procurement systems.
• Flexibility and willingness to work overtime, especially during international events.
• High level of personal and professional integrity.

Nice To Haves

• Knowledge of French, Spanish, or another official World Bank language.
• Diverse experience across a range of different business areas.

Responsibilities

• Assist the GEF Events Team Lead with delivery of international events, including procurement, venue selection, participant materials, travel, accommodation, per diem, logistics, transportation, registration, contracting, catering, and on-site delivery.
• Prepare and process procurement requests for event-related goods and services, including venues, catering, translation, and audio-visual services.
• Coordinate with procurement colleagues to ensure compliance with institutional thresholds and guidelines.
• Create and manage event-related Purchase Orders in SAP, ensuring accurate cost center, fund, and WBS coding.
• Monitor purchase order validity and balances, initiate amendments or extensions when needed, follow up with vendors on invoices, and close purchase orders after services or goods are delivered.
• Track event budgets, commitments, and expenditures against approved allocations; support forecasting and preparation of budget requests and justifications.
• Ensure financial transactions align with approved work plans and cost center allocations.
• Reconcile post-event expenditures against budgets and purchase orders; review invoices, expense reports, and supporting documentation for accuracy and compliance.
• Coordinate with finance colleagues to resolve discrepancies and close event accounts; prepare reconciliation summaries for review.
• Process group travel requests for participants, speakers, and staff in accordance with institutional travel policies.
• Calculate and manage per diem using designated Excel-based tools, coordinate travel authorizations and tickets, track travel advances, and follow up on expense report submission and clearance.
• Maintain a per diem tracker and flag outstanding travel clearances.
• Coordinate delivery of event materials, equipment, and supplies to venues; track shipments and liaise with vendors, customs agents, and venue coordinators.
• Maintain delivery logs, confirm receipt of goods, and provide supporting documentation for payment processing.
• Assist with on-site or virtual logistics during events.
• Set up and manage Zoom events, webinars, and meetings, including registration links, breakout rooms, polling, and Q&A features.
• Provide technical support to participants and panelists before and during virtual events.

What This Job Offers

• Education Level: High school or GED