Job # 111903 Job Title Administrative Assistant
Job Family Administration
Location Lilongwe, Malawi
Appointment Local Hire
Closing Date 13-Oct-2011
Language Requirements English [Essential]
Appointment Type
Background / General description
The World Bank, Malawi Office in Lilongwe requires the assistance of a qualified, honest, client service oriented person, highly organized, energized and seasoned professional, capable of operating effectively in a very demanding fast-paced environment, to provide administrative support through the Resource Management (RM) Unit. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment.
Duties and Accountabilities
Under the general supervision of the Country Manager, and the direct supervision of the Resource Management Analyst (Head of Finance & Administration), the Administrative Assistant will carry out the following functions:
•Provide primary assistance and support to the Resource Management Team in processing accounting and administrative transactions.
•Prepare documentation for posting of STC/STT appointments, purchase orders, goods receipt, service entry sheets, travel expenses, chargebacks and maintenance of inventory in SAP-the Bank’s accounting and operations software.
•Handle routine document preparation such as consultants’ appointment letters and check writing.
•Perform filing of administrative and accounting documents.
•Handle custody of petty cash, check books and cash receipts.
•Manage office keys and visitors’ electronic keys
•Custodian of vehicle fuel smart cards.
•Monitor vehicle fuel and maintenance costs and other equipments.
•Prepare and verification of purchase analyses and generate manual purchase orders according to laid down procedures.
•Manage office supplies: verification of goods received, control of stocks and distribution to staff.
•Perform physical inventory verification, asset tagging and monitoring of asset movements within the office.
•Handle the flights reservations for WB external participants travel.
•In coordination with General Services Division in Headquarters, liaison with hotels on updated hotel rates and registration of new hotels
•Identify and resolve diverse accounting and administrative transactional issues as they arise, which often require interpretation of existing procedures and processes and determine appropriate applications in consultation with the accounting team members. •Provide logistical support to Internationally Recruited Staff (IRS) including processing of visa, resident permit, work permit and Diplomatic IDs and other relocation issues. •Supervise the office cleaning team.
•Assist the Resource Management Team in secretarial work.
•Undertake ad hoc inquires in standard and non –standard databases, retrieve, manipulate and present accounting and administrative data.
•Perform other tasks assigned by the Resource Management Team.
Selection Criteria
•High School diploma or equivalent with minimum 2 years experience in a similar position.
•Basic accounting knowledge.
•Thorough knowledge and application of World Bank or other international organization’s administrative policies and procedures to ensure adherence to relevant guidelines. •Thorough understanding, or ability to quickly gain an understanding, of the country office business activities and overall objectives and understanding of broader World Bank context in which it works.
•Thorough knowledge and use of all relevant computer software, including advanced functions of computer applications such as Microsoft Office, Lotus Notes, Internet and ability to help organize data and information retrieval systems.
•Strong interpersonal skills in order to deal tactfully and effectively with internal and external clients at all levels.
•Strong written and verbal communication skills, ability to draft routine correspondence. •Proven ability to work effectively in a team-oriented, multi-cultural environment. •Exceptional degree of integrity, judgment and tact in handling sensitive and confidential materials.
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