Administrative Assistant - Administration/Office Support

  • Added Date: Friday, 11 November 2022
  • Deadline Date: Friday, 02 December 2022
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ย Description

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 and promoting shared prosperity. 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.ย  For more information, visit www.worldbank.org.

The World Bankโ€™s Country Management Unit (CMU) for Senegal, Mauritania, Guinea Bissau, Cape Verde and The Gambia (AWCF1) develops strategy direction, oversees portfolio implementation, monitors impact, and evaluates results for the Bankโ€™s portfolio in the five countries. The country unit includes offices in Dakar, Praia, Banjul, Bissau, Nouakchott and an Anchor Unit in Washington, D.C. It oversees a portfolio of 60 projects for a total of US$4.13 billion and a large ASA program (25 tasks). The portfolio comprises support to a wide range of sectors including energy, water and sanitation, transportation, education, decentralization, and social protection and we have ongoing DPO series in four of the five countries. The fragile states face important implementation challenges while the implementation of the other programs requires close Bank support in coordination with Government counterparts.ย 

The AWCF1 CMU is managed by a Country Director (CD), assisted by an Operations Manager (OM) and four Practices Leaders (PLs), all based in the World Bank Regional Office in Dakar. The CD coordinates and oversees the AWCF1country offices and an anchor unit in Washington D.C. The Country Manager (CM) for Mauritania, and Resident Representatives (RR) in Cabo Verde , Guinea Bissau and The Gambia,ย  reside and represent the Bank in the respective country where they lead the Bank dialogue with authorities, manage the day-to-day operations of the program, with the assistance of an Operations Officer, an Executive Assistant, other Country Office staff and the broader Country Team. The Bank team is working closely with the IFC and cooperates with MIGA as well.

Role andย Responsibilities

The staffโ€™s duties include but are not limited to:

โ€ข Provide primary assistance and support to the Resource Management Team in processing accounting and administrative transactions for Chad country office
โ€ข Handle routine data entry, including check writing, filing of accounting documents.
โ€ข Handle custody of petty cash and collections.
โ€ข Monitor vehicle fuel and maintenance costs and other equipment.
โ€ข Handle posting of purchase orders, goods receipt, service entry sheets and maintenance of inventory in SAP.
โ€ข Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents accounting and administrative data.
โ€ข Identify and resolve diverse accounting and administrative transactional issues as they arise, often requiring interpretation of procedures and processes; independently determine appropriate application in consultation with the accounting team members.
โ€ข Retrieve data required for preparation of the Country Management Unit (CMU) monthly report and support the delivery of the report.
โ€ข Maintain up-to-date files (both paper and electronic) and retrieve data from various sources and compile these for use by the CMU.
โ€ข Keep others informed by providing relevant information, reports, or status updates.
โ€ข Support and work collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, across World Bank Group offices
โ€ข Serve as focal point for the new international staff relocating to Senegal to import their belongings, assist them purchasing vehicles and other house furniture
โ€ข Be in close contact with the MOFA to handle the preparation of IRS request for MOFA to obtain โ€œorange cardsโ€ delivery or renewal
โ€ข Make requests of tax and customs exemptions and Vehicle Registrations & driverโ€™s license, Custom fees exemption process of imports of personal effects and clearance, request for approval to dispose IRS vehicles leaving Senegal and change of ownership of vehicles
โ€ข Liaise with TTLs, as needed, for the identification of upcoming contract needs and specifications.
โ€ข Create and maintain contracts requests using Epayables and Admin Portal.
โ€ข Communicate with Manager-Director/TTL to gather all required information pertaining to all contract creation and ensure requirements are clear
โ€ข Adhere to ex ante and ex post controls related to various commitment items including travel, the procurement of goods and administrative services
โ€ข Adhere to record retention policies regarding commitment items procured within the unit
โ€ข Check status of specific contracts
โ€ข Monitor e-mail and SAP workflow and take immediate action on any rejected payment requests in SAP
โ€ข Liaise with Appointments (HR), Accounting, GSD as needed to ensure contracts and associated payments are processed quickly and accurately
โ€ข Check goods and services payment status
โ€ข Issue manual Purchase Orders
โ€ข Issue access cards for staff, consultants and others as needed
โ€ข Make sure that office supplies stocks are sufficient and order when needed

Selection Criteria

โ€ข Bachelor's degree with at least 2-3 yearโ€™s working experience in accounting; administration; logistics; business management service, or other relevant fields.ย 
โ€ข Strong interpersonal skills; commitment to team-oriented work in a multi-disciplinary matrix management environment. Prior Bank Group experience would be a plus.
โ€ข Demonstrated skills in retrieving/obtaining accounting and administrative information from various Bank sources and pulling them together in a useable format.
โ€ข Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight deadlines.
โ€ข Strong English language skills (verbal and written)
โ€ข French Proficiency

Competencies:

โ€ข Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills as technology and workflow change.ย 
โ€ข Demonstrates good organizational skills, and ability to work capably with minimal supervision in a fast-paced and deadline-oriented environment; can identify and resolve routine and non-routine issues. Able to stay organized, calm, and constructive in stressful situations. Able to select task and project delivery process and schedule, can manage multiple tasks within tight deadlines; demonstrates willingness to do what it takes to get a task completed within the agreed schedule. Demonstrates orientation to detail and quality; able to independently conduct quality control of own work (review for accuracy, fulfillment of relevant requirements, etc.)ย 
โ€ข Demonstrates knowledge of own unit/department's programs and products, and how they fit into the mission of the WB; knows key players, understands own role and value added to the team and to the organization. Displays good understanding of WB policies and procedures relevant to the area of assigned responsibilities and can apply and implement them with minimal supervision.ย 
โ€ข Demonstrates flexibility and is receptive to the implementation of new solutions. Demonstrates willingness to avail and adapt oneself to effecting change. Demonstrates willingness to undertake tasks that stretch his or her capability.ย 
โ€ข Proactively identifies problems or obstacles in area of assigned responsibility. Considers own behavior in context of WBG's values and mission. Understands and displays flexibility to adapt to department needs.ย 
โ€ข Displays a positive and professional service-orientation in client interactions. Demonstrates understanding of department's key programs and/or products and how they are related to the larger organization. Prioritizes requests and/or tasks according to priority and highest impact for clients.ย 
โ€ข Actively collaborates with others in own team and displays an open, helpful attitude toward others. Approaches conflicts as common problems to be solved. Includes others in own work and thinking. Considers the impact of work on WBG.ย 
โ€ข Demonstrates initiative in building and growing own skills. Understands own knowledge and learning gaps. Takes feedback constructively and provides feedback on the work of others.ย 
โ€ข Thinks through problems and articulates the appropriate course of action. Acts once decisions are made.

World Bank Group Core Competencies

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 theย World Bankย andย IFC, including our values and inspiring stories.

This vacancy is archived.

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