Senior Office Administrator - req

Senior Office Administrator

Job #: req
37316

Organization:
World Bank

Sector:
Administration/Office Support

Grade: GD

Term Duration: 2 years

Recruitment Type:
Local Recruitment

Location:

Muscat, Oman

Required Language(s):
English, Arabic

Closing Date: 7/8/2026 at 11:59pm UTC

The Senior Office Administrator will provide comprehensive administrative and operational support to the Muscat Country Office, ensuring smooth functioning of day‑to‑day activities and adherence to WBG standards and procedures.

• Manage all aspects of office operations and facilities management, creating a professional environment for staff, visitors, and guests.
• Coordinate office equipment maintenance, services, suppliers, and liaise with service providers and building management officials. Serve as leave coordinator for the Muscat WBG office.
• Act as the first point of contact for internal and external stakeholders, including government officials, consultants, and service providers.
• Organize and oversee travel arrangements, ensuring compliance with WBG travel policies and budgetary guidelines.
• Identify and implement process improvements to enhance administrative efficiency and support the strategic goals of the WBG Oman team.
• Handle procurement responsibilities for the country office, including SAP entry, purchase order creation, and reconciliation of corporate payment cards and accounts. Track expenses, monitor budget, and process invoices and reimbursements in alignment with IFC financial protocols.
• Liaise and establish strong relationships at the administrative and protocol levels with the Ministry of Finance, Ministry of Foreign Affairs, and other line ministries. Oversee processes for staff onboarding, visas, official correspondence, logistical arrangements for WBG staff, diplomatic pouch shipments, and VAT tax refunds.
• Serve as Security Focal Point, coordinating crisis management plans and reviewing responsibilities and standard operating procedures in partnership with the WBG and United Nations Security Management Team.
• Draft, review, and edit correspondence, reports, and presentations for team leaders and management; manage complex calendars, schedule meetings, and coordinate appointments for the WBG Country Manager and senior staff.
• Maintain the WBG Muscat office contact list, including public and private sector clients, international partners, and other key contacts. Manage incoming and outgoing communications, ensuring timely responses and appropriate follow‑up. Keep records of correspondence, meeting minutes, and relevant research documents.
• Maintain confidential files, records, and databases in accordance with WBG policies; support team leads in updating content on SharePoint, One Drive, and internal platforms.
• Coordinate and support the planning and execution of WBG missions to Oman, events, workshops, and meetings, handling venue arrangements, participant communication, and material preparation, including catering and IT setup.
• Perform other duties as assigned by the Country Manager.

• Bachelor’s degree required.
• Minimum of 5 years of relevant administrative and office management experience, or an equivalent combination of education and experience.
• Experience working with high‑level executive management.
• Excellent written and verbal communication skills in English and Arabic.
• Strong organizational and time‑management skills; ability to prioritize multiple tasks.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent interpersonal skills; ability to work effectively in a multicultural environment.
• Experience with fast‑paced, international or governmental organizations is a plus.

Reports to:

Country Manager and provides support to designated operational staff.

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

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life, and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

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.