Description

At the World Bank, 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. For more information, visit https://www.worldbank.org/en/who-we-are/ibrd   

The Global Environment Facility (GEF) is a multilateral financial mechanism created in 1991 to provide grant and concessional funds to recipient countries for projects and programs that address biodiversity loss, climate change mitigation and adaptation, degradation of international waters, land and forests, ozone depletion, elimination or reduction of persistent organic pollutants and mercury, all within the framework of sustainable development.

The GEF unites 186 countries in partnership with international institutions, civil society organizations (CSOs), and the private sector to address global environmental issues while supporting national sustainable development initiatives. An independently operating financial organization, GEF is the designated financial mechanism for five multilateral environmental conventions: The Convention on Biological Diversity, the Stockholm Convention on Persistent Organic Pollutants, the UN Framework Convention on Climate Change (UNFCCC), UN Convention to Combat Desertification, and Minamata Convention on Mercury. GEF was also recently designated to serve as part of the financial mechanism of the international legally binding instrument under the United Nations Convention on the Law of the Sea on the conservation and sustainable use of marine biological diversity of Areas Beyond National Jurisdiction (BBNJ).

Since 1991, the GEF has achieved a strong track record with developing countries and countries with economies in transition, providing $24.7 billion in grants for over 5,700 projects in over 170 countries. 

The GEF Secretariat is a Vice-Presidential Unit (VPU) within the World Bank for administrative purposes and has approximately 100 professional, administrative and client support staff. 
The GEF Events Team organizes and supports a wide range of international events, including conferences, workshops, technical meetings, and learning sessions. These events require robust operational, financial, and logistical coordination to ensure timely delivery and compliance with institutional policies.

To strengthen operational capacity and ensure smooth event execution, the GEF seeks an Extended Term Temporary (ETT) to provide dedicated support across procurement, budget management, travel coordination, financial reconciliation, and virtual event facilitation.

The ETT will provide day-to-day operational and administrative support for the planning, execution, and financial close-out of international events. This role requires close coordination with internal teams, finance and procurement colleagues, and external vendors and participants.

The selected candidate will report to the Senior Country Officer and Secretary to the Council.

Roles and Responsibilities

Assist the GEF Events Team Lead in delivering events, including procurement processes, selection of venue, preparation of materials and event packages for participants, travel arrangements, accommodation and per diem, logistical preparations, transportation, registration, contracting, catering and on-site delivery, including the following:

Procurement Support

•  Prepare and process procurement requests for goods and services related to international events, including venue, catering, translation, audio-visual, and other event-related services.

•  Liaise with the procurement team to ensure compliance with institutional procurement thresholds and guidelines.

•  Create and manage Purchase Orders in SAP for all event-related expenditures, ensuring accurate coding by cost center, fund, and WBS element.

•  Monitor PO validity and remaining balances, initiating amendments or extensions as needed.

•  Coordinate with vendors to confirm receipt of POs and follow up on invoice submissions.

•  Ensure all POs are properly closed upon completion of services or delivery of goods.

Budget Management

•  Monitor event budgets throughout the planning and execution cycle, tracking commitments and expenditures against approved allocations.

•  Support budget forecasting for upcoming events and assist in the preparation of budget requests and justifications.

•  Ensure all financial transactions are aligned with approved work plans and cost center allocations.

Financial Reconciliation

•  Conduct post-event financial reconciliation, matching actual expenditures against budgeted amounts and purchase orders.

•  Review invoices, expense reports, and supporting documentation to verify accuracy and compliance prior to payment processing.

•  Coordinate with finance colleagues to resolve discrepancies and ensure timely closure of event accounts.

•  Prepare reconciliation summaries for review by the supervisor and relevant stakeholders.

Travel Requests and Per Diem Management

•  Process group travel requests for event participants, speakers, and staff in accordance with institutional travel policies.

•  Prepare and manage Per Diem calculations using the designated Excel-based tools, ensuring accuracy in daily subsistence allowances based on destination, duration, and entitlement category.

•  Coordinate with the travel office and relevant colleagues to issue travel authorizations and tickets in a timely manner.

•  Track travel advances and ensure timely submission and clearance of travel expense reports.

•  Maintain a per diem tracker for all event-related travel and flag outstanding clearances.

Delivery and Logistics Coordination

•  Coordinate the delivery of event materials, equipment, and supplies to event venues, whether local or international.

•  Track shipments and liaise with vendors, customs agents, and venue coordinators to ensure timely receipt.

•  Maintain a delivery log and confirm receipt of goods, supporting documentation for payment processing.

•  Assist with on-site or virtual logistics coordination during events as needed.

Virtual Event Support (Zoom and Other Platforms)

•  Set up and manage Zoom events, webinars, and meetings for international events, including registration links, breakout rooms, polling, and Q&A features.

•  Provide technical support to participants and panelists before and during virtual events.

Selection Criteria

Attention: Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• Minimum education: high school diploma with 7 years of experience or  equivalent combination of education and experience;

• Excellent organizational skills and attention to detail;

• Effective time and project management skills;

• Strong interpersonal skills; positive attitude and ability to work collegially and effectively in a multi-cultural working environment and internationally with a diverse range of Governments, UN agencies, international and non-governmental organizations, and others;

• Strong English language skills (verbal and written); knowledge of Spanish, French or any other official World Bank language desirable.

• Demonstrated degree of initiative and reliability, with ability to develop practical approaches to improve office effectiveness;

• Ability to handle concurrent activities efficiently under pressure, with minimum supervision and to meet tight deadlines;

• Experience in carrying out advanced functions/applications of standard Bank technology packages (MS Word, Excel, PowerPoint, Access, SAP, Internet Explorer, and other procurement system) ;

• Diverse experience across a range of different business areas preferred;

• Flexibility and willingness to work overtime, especially during international events;

• High level of personal and professional integrity.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results..

World Bank Group Core Competencies

As per WBG policy, an Extended Term (ET) appointment is subject to a lifetime maximum of three (3) years. Former and current ET staff who have completed or are in the process of completing their third-year ET appointment are not eligible for future ET appointments.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC including our values and inspiring stories.