Senior Office Administrator

At the International Finance Corporation (IFC), 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. In fiscal year 2026, IFC committed a record $105.

6 billion to private companies and financial institutions in developing countries. For more information, visit www.ifc.org . Established in 2004, the WBG Dubai Office is a major regional platform serving the United Arab Emirates and supporting broader GCC and regional activities. The office accommodates more than 70 WBG staff and hosts a Regional Vice President and two Directors alongside investment, advisory, country, corporate, and support teams.

Its scale and senior management presence require disciplined office administration, high service standards, effective coordination across WBG institutions and functions, and reliable support for senior engagements, missions, events, duty of care, and business continuity. Duties and accountabilities: The Senior Office Administrator will serve as the principal administrative and operational support resource for the Dubai Office.

The position will help ensure the efficient day-to-day functioning of a large, high-profile WBG hub; coordinate shared office services and resources; support senior management, staff, visitors, meetings, missions, and events; and provide standard administrative support to the PCO/RHO in connection with the leadership of the Dubai Office.

The role will also provide hands-on administrative and coordination support for the planned full renovation of the Dubai Office, helping maintain business continuity, staff communication, logistics, records, and follow-up throughout planning, temporary relocation or phased works, implementation, and re-occupation. The Senior Office Administrator will report directly to the Principal Country Officer / Regional Head of Operations for the UAE, who leads the day-to-day functioning of the Dubai hub and serves as the position’s supervisor.

The incumbent’s work program, priorities, performance objectives, and appraisal will be managed by the PCO/RHO. The incumbent will work closely with the UAE-based Regional Vice President, GCC Division Director, UAE-based directors and managers, the RVP Front Office, relevant executive assistants and administrative staff, and colleagues across IFC, the World Bank, and MIGA.

The incumbent will also coordinate regularly with Human Resources, Budget and Business Administration, Corporate Real Estate and Facilities, Information Technology, Security, Communications, Procurement, Travel, and other relevant corporate functions. Competing requests will be prioritized in consultation with the PCO/RHO.

Dubai Office Administration and Service Delivery

• Serve as the primary administrative coordination point for the Dubai Office and support consistent, responsive, and professional service delivery to more than 70 resident staff, senior management, visiting missions, and authorized guests.
• Coordinate day-to-day office administration, reception and visitor arrangements, meeting rooms, shared calendars and resources, office supplies, mail and courier services, records, storage, and other common services.
• Act as the principal administrative liaison with Facilities, IT, Security, HR, Budget and Business Administration, Procurement, Travel, and building management; log and follow through on service requests and recurring operational issues.
• Maintain accurate office directories, emergency contacts, distribution lists, seating plans, access records, stakeholder contact databases, vendor information, and shared administrative trackers, subject to applicable data-protection requirements.
• Support monitoring of the office administrative budget and expenditures; initiate and track purchase and service requests; coordinate invoices, payments, reimbursements, and supporting documentation; and maintain auditable records in accordance with WBG policies.
• Develop and periodically update a roster of qualified local vendors and service providers, supporting competitive procurement and contract-management processes without assuming approval authority reserved for designated officials.
• Serve as the Facilities Liaison and, as assigned, the Leave and Attendance Record System focal point for relevant staff mapped to the Dubai Office.
• Identify administrative process improvements, establish practical office procedures and service standards, and maintain continuity of administrative knowledge and records.
• Provide guidance and task coordination to junior administrative, temporary, vendor, or outsourced support personnel, as assigned by the PCO/RHO. Senior Management, Missions, Events, and Protocol
• Coordinate logistical and administrative arrangements for the Dubai-based Regional Vice President, Directors, other senior staff, and visiting WBG senior management, in close coordination with their respective front offices and executive assistants.
• Plan and support high-level missions, government and client meetings, conferences, workshops, retreats, town halls, and external events, including schedules, venues, invitations, access, protocol, transportation, catering, audiovisual support, participant communication, and materials.
• Coordinate government notifications, protocol arrangements, visitor access, security clearances, and other official requirements through the appropriate WBG focal points.
• Maintain an integrated calendar of significant Dubai Office activities, visiting missions, management meetings, major events, leave patterns, and shared-resource requirements to anticipate conflicts and bottlenecks.
• Ensure that meeting and event arrangements reflect appropriate professional standards, cultural awareness, confidentiality, accessibility, security, and cost effectiveness. Office Fleet and Driver Coordination
• Coordinate the efficient scheduling and deployment of the office’s three vehicles and drivers to support senior management, official missions, airport transfers, external meetings, and office operational requirements.
• Maintain vehicle and driver schedules, trip records, contact information, service and maintenance calendars, registration and insurance records, and other required documentation in coordination with the responsible corporate teams.
• Monitor utilization, identify scheduling conflicts or service gaps, arrange approved back-up transportation when required, and promptly escalate safety, maintenance, or performance concerns.
• Ensure that vehicle use and related expenditures are documented and managed in accordance with applicable WBG policies and local requirements. Full Office Renovation Project Support
• Provide dedicated administrative and coordination support to the PCO/RHO and the designated project team throughout the full renovation of the Dubai Office, including planning, design development, procurement, implementation, commissioning, move management, and re-occupation.
• Maintain the project’s master administrative tracker, meeting calendar, contact lists, decision log, action items, risk and issue log, document repository, approvals, and key milestone schedule; follow up with responsible parties and escalate delays or gaps.
• Coordinate project meetings and site visits involving Corporate Real Estate, Facilities, Security, IT, Procurement, consultants, contractors, building management, and internal user groups; prepare agendas, circulate materials, record decisions, and track follow-up.
• Support staff consultation and change-management activities, including surveys, seating and functional requirements, accessibility needs, frequently asked questions, staff notices, and timely communication of construction phases, disruptions, moves, and workplace arrangements.
• Assist with logistics for temporary accommodation, swing space, phased occupancy, storage, packing, labeling, asset inventories, access arrangements, technology readiness, and staff moves, while helping minimize disruption to business operations.
• Coordinate administrative aspects of vendor access, permits, security induction, delivery schedules, noisy or disruptive works, and after-hours activities, in collaboration with the responsible technical and security teams.
• Support tracking of renovation-related purchase requests, contracts, change requests, invoices, deliverables, warranties, handover documentation, and expenditure reports, without assuming technical certification or financial approval authority.
• Assist with readiness and handover activities, including snag-list coordination, furniture and equipment inventories, room and workspace setup, signage, access controls, emergency information, operating manuals, and post-occupancy issue tracking.
• Help maintain business continuity during the renovation by coordinating operational contingencies, staff guidance, visitor arrangements, meeting-space alternatives, service continuity, and communication with affected teams. PCO/RHO Support, Duty of Care, and Business Continuity
• Provide standard administrative support to the PCO/RHO, including coordination of the calendar, meetings, travel, correspondence, documents, and follow-up actions, while maintaining appropriate discretion and responsiveness.
• Support the PCO/RHO in the day-to-day leadership and coordination of the Dubai Office, including office communications, management meetings, administrative follow-up, and matters requiring escalation or coordination across relevant teams.
• Assist the PCO/RHO with designated Head of Office responsibilities relating to duty of care, security, emergency preparedness, business continuity, and crisis response, in coordination with WBG Security and relevant corporate functions.
• Maintain essential emergency and business continuity information, support staff communications and accountability exercises when activated, and promptly escalate security, health and safety, facilities, or operational concerns through the appropriate channels. One WBG Coordination and Team Support
• Work collaboratively across IFC, the World Bank, and MIGA to support coordinated use of the Dubai platform, shared services, common facilities, and integrated external engagements.
• Build effective working relationships with administrative and operational colleagues across GCC country offices, the broader region, and headquarters; share information and good practices and support cross-office initiatives as required.
• Contribute to an inclusive, respectful, service-oriented, and high-performing office culture, applying sound judgment, initiative, tact, and cultural sensitivity in interactions with colleagues and external counterparts.
• Undertake other related administrative and operational responsibilities assigned by the PCO/RHO, consistent with the role and grade.