Administrative Officer
3 months ago
For 75 years, Thailand and the World Bank Group have built a strong and productive partnership that has evolved from traditional lending and advisory services into an innovative knowledge-based partnership that reflects Thailand's dynamic middle-income status.
The World Bank Office in Bangkok is an important World Bank Group Regional Hub with more than 190 expert staff from the World Bank's East Asia and South Asia teams and the International Finance Corporation (IFC). The Hub provides services, financing and global partnerships to Thailand and to countries across East and South-Asia. The Hub hosts many global and regional training and capacity building events, bringing thousands of World Bank Group staff, government partners, private sector businesses and academics to Thailand every year. In 2026, Thailand will also co-host the Annual Meetings of the World Bank and the International Monetary Fund (IMF), which will give added visibility and importance to the World Bank Group Hub in Thailand. The current Bangkok office space will also undergo a renovation over the next two years to accommodate these increasing demands for World Bank Group presence and operation as well as enhance external visibility of the World Bank Group to a wide range of stakeholders.
**PURPOSE AND SCOPE OF THE POSITION**
**DUTIES AND ACCOUNTABILITIES**:
Her/his responsibilities will include, but are not limited to the following:
**Visiting Mission and Relocation Protocols**:
- Provide timely and accurate information to visiting missions, including updating and routinely sharing the Visiting Mission Guidelines. Update such documents on the Thailand Country Office website for easy access by Bank staff.
- Establish and maintain good relationship with contacts in Ministry of Foreign Affairs to facilitate visa and immigration matters and resolve related issues; and provide timely assistance to staff. Stay abreast of Thailand's immigration requirements.
- For relocations:
- Coordinate with the Global Mobility Analyst and Relocation Focal Point to ensure efficient support to staff relocating to and from Bangkok office and maintain database of incoming and outgoing expatriate staff.
- Monitor work done by Relocation Focal Point on shipping and customs clearance for official shipments and for household effects of arriving and departing expatriate families.
**Events**:
- Act as the first point of contact for events and visiting missions coming to Thailand and maintain database of events/missions in Thailand.
- Develop contacts with the Bank's East Asia Learning and Headquarters Learning unit, which frequently holds events in Thailand.
- Lead the team to provide administrative support for events. Maintain pool of short-term consultants to support events and allocate as needed.
- Ensure the database of critical information related to events (hotels, transportation, health, security, facilitators) is up to date and listed on the Bank list/website.
- Liaise with the Bank's Global Hotel team in Washington DC to initiate annual negotiations in Thailand.
- Coordinate with BPS to ensure satisfactory service of the World Bank Group's designated travel agent
- Develop materials advertising events facilitation service for the Hub.
- As required and under guidance of the Country Director and Operations Manager, liaise with headquarters colleagues working on the preparation of the World Bank Group's Annual Meeting in 2026 in Bangkok.
**Facilities**:
- Liaise with the landlord on facilities maintenance and refurbishment works as needed.
- In coordination with the Operations Manager, collaborate with GCS on planning and implementation of office renovation.
- Participate in sustainability and aesthetics efforts to promote the hub.
- Coordinate with the Operations Manager and HR Business Partner on office space assignments to staff.
**Transportation**
Manage office transportation and the use of Bank-owned vehicles and contract transportation services, as needed.
Work with the Security Specialist in the implementation of Bank Road Safety Transportation Policy.
**Asset Management**
- In collaboration with BPS, manage asset management function in compliance with WBG policies and procedures, including required tracking, redeployment, upgrade, replacement and disposal; asset records, periodic physical checks; and inventory.
**Security and Medical Emergency Response**
- Act as Security Champion and Medical Emergency Response Coordinator (MERC) for the Country Management Unit.
- Work closely with Security Specialist in design of mission and event protocols.
- Coordinate with Operations Manager on keeping the Business Continuity Plan updated.
**Administrative Procurement contracts and processes**
- Contribute to the activities of the Admin Procurement Committee (APC), provide inputs to the Administrative Procurement Plan.
- Develop and maintain vendor database.
- On behalf of the Hub, implement and report on annual procurements. Develop vendor management per
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