Description
Working at the World Bank Group (WBG) 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 Corporate Secretariat Conferences Office (SECCO), situated within the Corporate Secretariat VPU of the World Bank Group and reporting to the Director of the Corporate Secretariat Affairs and Administration department (SECCA), manages the planning and implementation of all logistical arrangements for the Annual Meetings of the Boards of Governors and the Spring Meetings, including the management of 150 ancillary events that take place during the Meetings. The Spring Meetings are held yearly in the Headquarters of the WBG and IMF in Washington DC. The Annual Meetings take place two years in Washington DC, and every third year overseas, at the invitation of one of the WBG and IMF member countries.
Position Summary:
The Conferences Analyst is responsible for supporting and assisting the Manager in planning, implementing, monitoring, and coordinating a variety of Meetings-related tasks and projects.
Under guidance of the Manager, the Conference Analyst is expected to:
Coordinate materials related to Annual Meetings planning missions such as developing schedules, creating/collecting Terms of Reference, producing slides/presentations, compiling Aide Memoires.
Assist the Manager in coordinating the Meeting Schedule and logistical arrangements for the Annual Meetings Chairman.
Assist the Manager and MS HR Officer in advertising for vacancies and assist Officers/Team Leads in shortlisting and interviewing for Meetings Secretariat positions.
Assist in the documentation, editing, updating and revision of the Annual Meetings Requirements Manual, maintaining version control in shared/collaborative platforms (e.g., SharePoint), and overseeing the production process to completion.
Oversee and mentor volunteers, admin support, and temporary assistants recruited during the Spring & Annual Meetings.
Work with MS Communications Officer to draft and track the distribution of communication documents and materials to be disseminated to the ED offices, departments in the Bank, and Meetings’ participants.
Assist in the review and updates to web platform and mobile app content to include: Annual Meetings website (AMWeb), mobile app, and secure login viewing platform.
Coordinate and communicate with external Publishers/Media Partners; coordinate the logistics and operations with internal teams as well as external parties.
Provide additional communications and event technology support:
o Use registration system to send emails and newsletters to Participants.
o Gather analytics for web/mobile applications and communications, provide dashboard updates.
Supervise and coordinate the logistics of shipments for overseas Meetings. Coordinate directly with shipping agent on forms, paperwork, shipment tracking, and post-event payment reconciliation.
Oversee the process for sourcing and selecting branded merchandise and gifts: ordering, tracking distribution of gifts and recipients, inventory management, and cost control.
Handle other ad hoc projects, research, or process-improvement initiatives relating to the work of SECCO, as assigned by the Manager.
Requirements
Selection Criteria:
Minimum education: undergraduate degree in a relevant discipline (Hospitality, Conference/Event/Exhibition Management, Marketing/Communications or Venue/Facility Management) with minimum of 5 (five) years of relevant experience.
Well-rounded experience in event management, conference management, and event communications.
Strong written communication skills, especially the ability to draft clear, professional correspondence on a range of Meetings-related topics.
Outstanding verbal communication and interpersonal skills to interact with an extensive network of contacts at all levels, both internally and externally, and demonstrated ability to respond and deal effectively with sensitive situations which require good judgment, tact and diplomacy.
Effective analytical and problem-solving skills, including interpreting data/analytics to inform decisions
Proven ability to work effectively in a team-oriented, multicultural environment.
Demonstrates sense of urgency and is productive in a constantly changing environment with competing activities and demands.
Proven ability to manage vendors.
Highly adaptable, flexible and innovative, with the ability to handle multiple tasks and projects, including new technologies and evolving event formats.
Proficient in Microsoft Office (Word, Excel, PowerPoint) and comfortable learning new digital tools such as project management software (e.g., Monday.com, Asana, Trello, MS Teams/Planner), virtual event platforms, and collaboration tools.
Knowledge of event technology platforms, AV/production basics, web/mobile applications, design or content tools (e.g., Adobe Creative Suite, InDesign, Canva) and/or certifications in Scrum or other project management methodologies is an advantage.
WBG 5 Core Competencies:
1. Deliver Results for Clients: Proactively addresses clients stated and unstated needs;
2. Collaborate Within Teams and Across Boundaries: Collaborates across boundaries, gives own perspective and willingly receives diverse perspectives;
3. Lead and Innovate: Develops innovative solutions;
4. Create, Apply and Share Knowledge: Applies knowledge across WBG to strengthen solutions for internal and/or external clients; and
5. Make Smart Decisions: Interprets a wide range of information and pushes to move forward.
