Terms of reference Short Term Temporary for Administrative Assistant

Tokyo Development Learning Center (TDLC)
Terms of reference
Short Term Temporary
for
Administrative Assistant
1. Background
Coordinated by the World Bank, the Global Development Learning Network (GDLN) is a partnership of
over 120 recognized global institutions (Affiliates) in over 80 countries that collaborates in the design of
customized learning solutions for individuals and organizations working in development. Acting as a regional
access point, GDLN Asia Pacific (GDLN AP) is the premier network exchanging ideas, know-how and
experience delivered through video conferencing and other ICT-based distance education methods in the East
Asia and Pacific (EAP) region. GDLN AP was established in December 2006 as a regional association of the
Global Development Learning Network Distance Learning Centers (DLCs) and affiliates in the East Asia and
Pacific (EAP) region. The members of GDLN in South Asia region joined the Association in 2009. 1
Tokyo Development Learning Center (TDLC) is a Japan/World Bank Partnership Distance Learning Project
which aims to contribute to development and poverty alleviation. It is supported by a grant from the
Government of Japan. TDLC has entered its second phase implementation with a newly set strategy and some
newly hired staff since July 2010. TDLC has developed and is implementing a business plan that addresses the
needs of GDLN stakeholders in the East Asia and Pacific (EAP) region in a coherent fashion. Its mission is,
on the one hand, to establish a robust local center in Tokyo for knowledge sharing on developmental issues
with a broad range of public/private partners and, on the other hand, to assist the EAP region’s GDLN to
become a sustainable, highly effective development medium by providing high-value contents as well event
connectivity and other types of innovative technical services in an effective and efficient manner.
2. Scope of Work
The Administrative Assistant will specifically undertake the following tasks:
1. Work as a key member of the TDLC and the World Bank Tokyo Office (EXTTK) Administrative
Team,
2. Assist Resource Management tasks, from invoice preparation to assisting payment process
3. Assist filing and record management to the standard required by World Bank
4. Assist in various aspects related to office running tasks, such as;
4-1) taking general phone calls, welcoming visitors
4-2) mail box check
4-3) office drink supply management
4-4) general supply management
4-5) office copier management
4-6) trash management
4-7) local couriers and pouch management
4-8) postal management
4-9) other duties as assigned
5. Liaise with relevant parts of the Bank units between HQ, EXTTK and the TDLC,
6. Maintain close and constructive working relations with the staff of EXTTK, TDLC and other
related World Bank offices in Tokyo, in particular of RM assistant and ACS
7. Other duties as allocated.
1 GDLN AP currently has affiliates in the following countries: Afghanistan, Australia, Bangladesh, China*, India,
Indonesia*, Japan, Mongolia, Pakistan*, Papua New Guinea, Nepal, Philippines, Singapore, South Korea, Sri Lanka,
Thailand, Timor Leste, Vietnam. *Countries with in-country networks that expand the service to over 300 points of
presence in total.

3. Selection criteria
1. Excellent interpersonal skills, ability to establish and maintain excellent work relations in a team
environment
2. High motivation; must have flexibility and resourcefulness with a drive for efficiency and results
3. Excellent organizational skills, ability to prioritize assignment and work effectively under
pressure with minimum supervision
4. High level of proficiency in Microsoft Office applications
5. Minimum 2-year Associate Degree and three(3) years experience in secretarial and administrative
work
6. Fluent in Japanese. A reasonable level of English writing and reading skill is required.
4. Management
The Administrative Assistant will work under the supervision of TDLC and EXTTK Resource Management
Assistant. To deal with items under “Scope of Work”, the Administrative Assistant will work closely with the
TDLC and EXTTK Program Assistant and agree on specific working modality for each item in line with work
progress.
The Administrative Assistant will report on work progress to TDLC and EXTTK Resource Management
Assistant, and report monthly outcomes. The Administrative Assistant will be undertaken at the World Bank
office in Tokyo.
5. Timing and Duration
Appointment will start on February 1st, 2013 and end by May 31st, 2013 (maximum 80 days).
8 hours per day, 40 hours per week.