World Bank Group Administrative Assistant Job Vacancy

About The World Bank Group

The World Bank Group (WBG) is a family of five international organizations that make leveraged loans to developing countries. It is the largest and most well-known development bank in the world and is an observer at the United Nations Development Group. The bank is headquartered in Washington, D.C. in the United States. The bank’s stated mission is to achieve the twin goals of ending extreme poverty and building shared prosperity. Its five organizations are the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA) and the International Centre for Settlement of Investment Disputes (ICSID). The first two are sometimes collectively referred to as the World Bank.

The World Bank’s (the IBRD and IDA’s) activities are focused on developing countries, in fields such as human development (e.g. education, health), agriculture and rural development (e.g. irrigation and rural services), environmental protection (e.g. pollution reduction, establishing and enforcing regulations), infrastructure (e.g. roads, urban regeneration, and electricity), large industrial construction projects, and governance (e.g. anti-corruption, legal institutions development). The IBRD and IDA provide loans at preferential rates to member countries, as well as grants to the poorest countries. Loans or grants for specific projects are often linked to wider policy changes in the sector or the country’s economy as a whole. For example, a loan to improve coastal environmental management may be linked to development of new environmental institutions at national and local levels and the implementation of new regulations to limit pollution.

About the Job

Job Title: Extended Term temporary – Administrative Assistant

Job #: req7202

Organization: World Bank

Sector: Administration/Office Support

Grade: ET3

Term Duration: 1 year 0 months

Recruitment Type: Local Recruitment

Location: Bujumbura,Burundi

Required Language(s): French and English

Key Responsibilities

Transactions processing and Documentation:

Ensure adequate support to the Resource Management Unit in performing tasks such as:
Posting transactions in epayables/SAP accurately
Scanning, sending and monitoring of invoices due for payment to Chennai
Keeping a proper track of goods and services ordered and ensuring appropriate follow up with vendors to submit their invoices for timely payment processing
Assisting in the preparation of regular scheduled reports: e.g Monthly Bank Reconciliation Statement reports, Internal Controls Risk Assessment report for country office, Scorecard for country office, Quality Assurance Reviews, and any ad-hoc reports as requested

Responsible for organizing, filing and retrieving payment documents for reference and/or action by the Resource Management Unit
Perform proper filing of administrative documents such as contractors’ contracts and other relevant correspondences for the Resource Management Unit records
Prepare the VAT claims to submit to the Burundi Revenue Authority-OBR on a monthly basis
Follow up closely the reimbursement of VAT claims submitted and advise the Resource Management team for further actions if reimbursement has not taken place within the standard period.
Create Purchase Orders in Admin Portal as per laid down procedures.

Managing office cash:

Write and release cheques and transfer orders
Backup to maintain Petty Cash
Follow up with travellers to submit their Statement of Expenses after their mission and ensure they have deposited any balance remaining into our bank account as per the travel policy

Administrative procurement and Management of office supplies/stationeries

Provide support to the Procurement Committee in day to day procurement if needed
Assist in registering vendors and updating the Data base as required
Ensure that service providers’ contracts are valid and up to date
Ensure timely replenishment of office consumables/supplies, monitor their usage, perform periodic checks to ensure adequacy of stocks and produce stock report.
Provide staff with stationery as and when needed

Facilities Management

Serve as the first contact person for all facilities-related inquiries. The significant part of the daily work is to make sure that all facilities are functioning properly.
Ensure all facilities-related issues are promptly resolved and follow up with the contractors when an immediate solution is not possible or in case of a force majeure to find quick viable solutions.
Ensure that contractors’ employees in charge of security, cleaning, gardening, garbage collection, maintenance services and other services are working as per the respective contract.
Perform annual physical assets inventory verification, assets tagging and monitoring of asset movements within the office.
Ensure that the Bank’s assets and inventories are appropriately recorded, annually inventoried, reconciled against SAP and adequately safeguarded.
Assist the Resource Management unit with the disposal of surplus and obsolete assets

Monitor office generators ‘tank and ensure timely fuel replenishment

Fleet Management:

Custodian of vehicle fuel smart cards
Fuel office and rented vehicles that support various missions
Reconcile fuel coupons against vendor’s report and prepare vehicle fuel consumption report
Ensure that all invoices for vehicle maintenance and repair (washing of vehicles, periodic servicing, loading fuel cards, etc) are submitted and processed for payment

Other duties:

Follow up with the Foreign Affairs Ministry and/or Immigration authorities on tax exemption and visa requests introduced and inform the supervisor in case of delay or any other issue.

Requirement/Eligibility

Selection Criteria

A minimum of a bachelor’s degree in Business Administration or similar field and at least 3 years of relevant experience.
Previous solid experience with a multilateral/bilateral /large international organization is desired.
Computer literate: working knowledge of Microsoft word, excel and an accounting software is an added advantage

Competencies:

Responds to client requests in a timely manner: