Knowledge Management Assistant

World Bank Group

Tokyo, Japan

Experience: 3 to 5 Years

Skill Required: Media and Communication

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. 
The Global Practice for Urban, Disaster Risk Management, Resilience and Land (GPURL) at the World Bank
GPURL covers a wide gamut of issues including: (i) supporting the development of green, inclusive, resilient and productive cities, including harnessing urbanization to contribute to growth and poverty reduction, and strengthening local governments’ capacity to plan, finance and deliver services and infrastructure investments; (ii) promoting efficient, well-coordinated spatial and territorial development processes including strengthening rural-urban linkages and developing lagging regions; (iii) strengthening disaster risk management policies, institutions and regulations and mainstreaming resilience across development sectors including risk assessment and mapping, risk reduction (including urban flood management, stormwater drainage, coastal management, and retrofitting of infrastructure), disaster preparedness (including hydromet services, early warning systems, and civil defense), risk financing (including CAT-DDO), and resilient reconstruction and recovery (including post-disaster damage and needs assessment); (iv) post-conflict reconstruction and recovery; (v) strengthening land tenure, management and information systems; and (vi) supporting the development of national and sub-national spatial data infrastructure and supporting the development of geospatial information.
The Tokyo Development Learning Center (TDLC) program is a partnership of the Government of Japan and  GPURL based in Tokyo. TDLC supports and facilitates strategic WBG and client country collaboration with select Japanese cities, agencies and partners for joint research, knowledge exchange, capacity building and other activities that develop opportunities to link Japanese and global expertise with specific project-level engagements in developing countries to maximize development impact. The program is global in reach and thematically focused on urban planning, urban service provision, urban management, social development, land management, territorial development, sustainable tourism, local economic development, competitiveness, and municipal finance. 
TDLC also serves as a platform for the dissemination of development knowledge and activities with the Japanese public sector, private sector and public. Activities that favorably present the development efforts of Japan with the World Bank are encouraged by the donor. Engaging directly with municipal officials, academia, and private sector entities in Japan to broaden stakeholder engagement has been a particular focus of this phase of the partnership. 
GPURL is seeking a Knowledge Assistant to support the implementation of the TDLC work program.  The incumbent will be based in Tokyo and will be locally recruited.
Duties and Accountabilities:
  • 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:
Pre-event stage:
  • 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.
During event stage:
  • 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.
Selection Criteria:
  • 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