Knowledge Management Assistant

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Description

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• The Knowledge Assistant will assist the team in the delivery of knowledge exchange activities of the TDLC, including Technical Deep Dives (TDDs), workshops, videoconferences, webinars and other knowledge and learning events, as well as support meetings to prepare for such events. S/he will report to the Manager Global Programs, GPURL, under the day-to-day guidance of the TDLC Team Leader. S/he will coordinate with other members of the TDLC team that are expected to contribute to the planning and conduct of the events and ensure alignment of event activities and schedules. S/he is also expected to perform other required administrative tasks at the request of the TDLC Team Leader, Event Lead or other designated members of the TDLC team. The responsibilities of the Event Coordinator include the following:

• Contribute to the planning of the event, including identification of logistical requirements, e.g., travel and accommodation of participants and resource speakers, venue of event activities, obtaining required visas for participants and resource speakers, etc.
• Identify potential vendors, including hotels, restaurants, transport providers, printing shops, interpreters, etc. A directory of vendors including contact details is expected to be prepared for each event.
• Arrange hotel accommodation and transport for participants and resource speakers.
• Prepare communications such as invitation letters, visa letters, confirmation of participation, etc. The knowledge management assistant is expected to respond to participant queries on logistical requirements of the event.
• Compile technical and other materials produced into an event (welcome) kit, that includes the program of event activities, running orders, lecture and presentation materials, case studies, site visit instructions and profiles, speaker bios, etc.
• Disseminate to the participants the materials produced for the event and ensure that the participants receive the updated version of materials.
• Arrange social activities included in the event program, including, lunches, formal dinners (if any), receptions, etc.
• Prepare a directory of participants and resource speakers of the event.
• Coordinate with counterparts in the host Japanese cities/agencies in the preparation of event activities requiring visits to these cities/agencies.

• Notify participants and speakers of scheduled activities of the event. This can be through email sent or announced the afternoon before the scheduled activities of the following day and carried out on a daily basis until the wrap up of the event. 
• Usher the participants to event venues.
• Collect training/lecture assessment feedback (if assessment is carried out)
• Coordinate with Japanese cities/agencies in the conduct of event activities carried out in those entities, e.g., site visits, in-situ lectures, etc.
• Attend to specific needs of participants when necessary
• Prepare a report summarizing highlights of the event pertaining to the logistical arrangements, including issues encountered and measures to address them.
• Provide support to speakers and visiting World Bank Staff as necessary.

• Minimum educational qualification of a bachelor’s degree with five (5) years of relevant experience.
• Strong organizational skills and ability to prioritize and deliver assignments in a timely manner.
• Excellent team skills.
• Demonstrated discretion and good judgment when exposed to confidential and sensitive information.
• Strong event management and coordination experience.
• Strong client service and program delivery orientation.
• Strong ability to proactive resolve problems even in the absence of specific directions.
• Ability to work simultaneously on a variety of issues and activities, independently, adjusting to priorities and achieving results within deadlines.
• Experience working with Japanese ministries, city officials and private companies.
• Strong English and Japanese language skills, both written and oral.
• Ability to deal sensitively in multi-cultural environmental and build effective working relationships with operational staff

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