Conference Associate

Conference Associate

Description

At the World Bank, a member of the World Bank Group (WBG), you’ll join a diverse, global community working across cultures, disciplines, and borders to address the world’s most pressing development challenges. With 1.2 billion young people reaching working age in the decade ahead, the challenge of job creation has never been greater. Through partnerships across 145 countries and more than 182 offices worldwide, we work with governments, private sector, development partners and other stakeholders to invest in people, strengthen markets, and deliver scalable, data-driven solutions that generate more and better jobs and improve lives. For more information, visit https://www.worldbank.org/en/who-we-are/ibrd

GLOBAL CORPORATE SOLUTIONS
Reporting to the Managing Director and World Bank Chief Administrative Officer, Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, and Corporate Services.

ABOUT THE UNIT
The Corporate Services (GCSCS) unit within GCS provides services to the WBG in the areas of Travel and Visa services; Translation and Interpretation; Creative Services (which includes Printing Services, Graphic Design, and Editorial Production & Publications); Food and Conference Services; Mail & Shipping; Staff Services, which includes Fitness Center, Child Care, and Commuter Services; and the Art Program. The unit also provides administrative oversight to the WBG Family Network and the 1818 Society and is responsible for setting the policy framework and service standards, and for delivering services through a combination of staff and vendors at WBG headquarters (HQ) in Washington, DC and in Country Offices. GCSCS has about 130 staff and about 1,000 contractors.

To achieve its purpose, GCSCS is structured into two main divisions: (I) Travel and Client Services (GCSTC), and (II) Business Services (GCSBA). GCSCS also has the GCS Service Desk and Processing and Analytics Unit support team in Chennai.

The GCS Food and Conference Services Unit (GCSFC) is part of GCSTC and is responsible for provision of food services at WBG HQ, including cafeterias, coffee bars, executive dining room, private dining rooms, catering, and food for the onsite childcare centers; for supporting official events that take place in the publicly available meeting rooms and conference spaces at HQ, in the Paris Conference Center, and other designated global locations.

GCSFC works closely with the food services vendor and the event planning/event set-up vendor to deliver these services.

The GCSCA Conference Associate reports directly to the Senior Program Manager (SPM), Conference Services, and works closely with other staff in GCSFC. The position provides critical support to the SPM for the oversight of Conference Operations at HQ and globally, serves as backup to the SPM as needed, and is accountable for the integrity of conference data, vendor performance monitoring, staff training, and the accuracy and currency of the events SharePoint site and related websites.

DUTIES AND ACCOUNTABILITIES
1. Operations, Coordination, and Project Support 
• Support the SPM in overseeing Conference Services at HQ and global locations; coordinate priorities, dependencies, and escalations with WBG clients and partners across event planning, set-up, catering, AV/technology, Security, Facilities, and interpretation to ensure responsive service delivery.

• Contribute to annual work programs, operating and action plans, benchmarking, and Conference Services projects, including logistical and operational support for the WBG/IMF Annual and Spring Meetings.

• Provide cross-functional operational and project support to the Food and Catering Services team to address shared priorities, service requirements, and unit-wide initiatives.
• Support the Paris Conference Center Senior Conference Assistant and team in service delivery and operational continuity; advance adoption of the One WBG 

Conference Services Standards and One Stop
Shop across primary conference centers. Travel as needed for coaching, backup coverage, and on-site support aligned with SPM departmental goals.
• Prepare communications, management reports, and presentations with the SPM to highlight project outcomes and successes.
• Serve as operational backup to the SPM; stay informed of current operations, high-profile events, vendor matters, system issues, and priorities to maintain continuity during absences.
• Maintain an operational calendar of major events, projects, risks, deadlines, and decisions requiring management attention.
• Track operational issues through resolution, coordinating follow-up with responsible teams and confirming
closure.

2.Data, Digital Platforms, and Innovation
• Administer EMS and future event-management platforms across HQ and global locations; maintain configuration, access, room and resource inventories, service offerings, templates, workflows, business rules, and operating standards.
• Ensure accurate, complete, consistent, and timely events, space, resource, service, and client data through validation, quality controls, reconciliation, issue resolution, and clear data-entry standards.
• Develop EMS queries, dashboards, reports, and management presentations on event volumes, room utilization, service demand, client feedback, cancellations, vendor performance, and operational trends; recommend improvements to planning, resource allocation, and service delivery.
• Provide EMS user support and training; document recurring issues, coordinate technical resolution, and maintain procedures and job aids to promote consistent processes across locations.
• Support system upgrades, cloud migration, integrations, and future platforms; document requirements, validate workflows and converted data, conduct user acceptance testing, track defects, and support release readiness and change management.
• Keep Conference Services SharePoint sites, EMS documentation, knowledge resources, and Standard Operating Procedures across locations through regular reviews with teams and vendors.
• Simplify workflows, reduce duplicate entry, strengthen controls, and improve user experience through EMS, reporting, automation, and approved technologies. Use AI selectively with safeguards for confidentiality, data protection, accuracy, and human oversight.

3. Vendor and Service Performance
• Support the SPM in monitoring Event Planning and Event Set-Up vendor performance against approved KPIs, SLAs, and scorecards; maintain supporting evidence and prepare performance summaries for business reviews.
• Coordinate contract and vendor activities, including quote reviews and delivery verification; work with GCSCA colleagues and the Processing and Analytics Unit to facilitate timely payment.
• Identify recurring service failures, missed deliverables, and emerging operational risks; track agreed corrective actions to closure.
• Maintain organized records of governance meetings, decisions, action items, and vendor-performance evidence.
• Analyze client feedback and recurring complaints to identify root causes and recommend improvements to workflows, communications, guidance, and service standards.
• Monitor responsiveness to operational requests and support a consistent one-stop-shop experience; ensure organizers receive clear information on services, responsibilities, costs, and escalation channels.

4. Training, Knowledge Management, and Operational Readiness
• Lead staff onboarding and knowledge sharing; maintain procedures, training resources, and service guidance to promote consistent standards, continuous learning, and adoption of improved tools and practices across locations.
• Monitor readiness of Centrally Managed Rooms and Spaces and event infrastructure; escalate risks ahead of high-profile events.
• Coordinate resolution of recurring room, furniture, signage, technology, accessibility, and facility issues.
• Support operational readiness for new or renovated spaces; participate in testing and transition planning for major facility or technology changes.
The incumbent may be assigned other related duties and responsibilities consistent with the role, as required to support evolving operational priorities and business needs.

Selection Criteria

• Bachelor’s or Master’s degree with at least two years of experience, or an equivalent combination of education and experience. The degree should preferably be in Operations Management, Project Management, Hospitality, Events Management, or a related field.
• At least five years of relevant experience in conference services, operations, or project management, including vendor coordination, data analysis, and management reporting.
• Strong analytical and digital skills, including Excel, SharePoint, PowerPoint, Outlook, website content management, and preferably an event management system such as EMS.
• Demonstrated AI literacy and practical experience using approved generative AI, automation, or emerging technologies to improve workflows and operational efficiency, with appropriate attention to accuracy, confidentiality, data protection, and human oversight.
• Experience monitoring vendor performance using KPIs and SLAs and developing training materials, procedures, or staff onboarding.
• Excellent organization, communication, client service, and relationship-management skills, with the ability to manage multiple priorities, work independently, solve problems, and serve as backup to senior management. 
• Fluency in English is required; French is an advantage.

As the World Bank Group continues to evolve, we value candidates who:

• Demonstrate the ability to collaborate effectively across teams, disciplines, cultures, and institutional boundaries.
• Responsibly leverage digital and AI-enabled tools to enhance productivity, learning, and decision-making.
• Bring experience working in fragile, conflict-affected, and violent (FCV) contexts and are encouraged to highlight relevant experience in their application materials, where applicable.

WBG Culture Attributes:

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

World Bank Group Core Competencies

WBG Five Managerial Competencies Include only for managerial positions

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.

Learn more about working at the World Bank and IFC including our values and inspiring stories.