Senior Office Administrator

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.

Responsibilities

• Manage all aspects of office operations and facilities management. Establish and maintain a pleasant, welcoming and professional office environment for staff, visiting staff and guests. Manage office equipment maintenance, offices services/suppliers, and liaise with service providers and building management officials. Serve as Leave coordinator for Muscat WBG office.
• Act as a first point of contact for internal and external stakeholders, including government officials, consultants, and service providers.
• Organize and oversee travel arrangements, including booking flights, accommodations, and transportation, while ensuring compliance with WBG travel policies and budgetary guidelines.
• Proactively identify and implement process improvements to enhance administrative efficiency and support the strategic goals of the WBG Oman team.
• Procurement accountability for country office procurement of goods and services, including SAP entry, POS creation for vendors and for events. Manage and reconcile 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 administrative and protocols levels with MoF, MoFA and, line ministries. Complete and oversee processes for staff onboarding, visas, official correspondence and logistics for WBG staff, diplomatic pouch shipments and VAT tax refunds.
• Serve as Security Focal Point, as part of the WBG and United National Security Management Team. Coordinate crisis management plan and ensure regular review of responsibilities and standard operating procedures.
• Draft, review, and edit correspondence, reports, and presentations for team leaders and management with high degree of accuracy. Manage complex calendars, schedule meetings, and coordinate appointments for WBG Country Manager and senior staff, ensuring efficient time management and prioritization of critical tasks.
• Develop/manage WBG Muscat office contact list, including public and private sector clients, international partners, and other contacts critical to WBG business. Manage incoming and outgoing communications, ensuring timely responses and appropriate follow-up. Maintain records of correspondence, meetings minutes, and relevant research documents.
• Maintain confidential files, records, and databases in accordance with WBG policies. Support team leads in maintaining and updating content on SharePoint, OneDrive, and internal platforms, ensuring accurate filing and archiving.
• Coordinate and support the planning and execution of WBG missions to Oman, events, workshops, and meetings, including venue arrangements, participant communication, and material preparation. Coordinate logistics for meetings, workshops, and events, including venue arrangements, catering, and IT setup.
• Other duties as assigned by the Country Manager.

Requirements

• Bachelor’s degree required.
• Minimum of 5 years of relevant administrative and office management experience or equivalent combination of education and experience.
• Experience working with administration and 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 and communication skills; ability to work effectively in a multicultural environment.
• Experience with fast-paced, international or governmental organizations is a plus.

Skills

• Office Management
• Executive Support
• Time Management
• Task Prioritization
• MS Word
• MS Excel
• MS PowerPoint
• Multicultural Communication
• Administrative Operations
• Organizational Skills

Languages

English, Arabic