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The World Bank, a leading multilateral institution in global economic development, is seeking a highly organized, energetic and experienced individual, capable of operating effectively in a highly demanding and rapidly changing environment, to fill the position administrative assistant position.
The administrative assistant will be under the direct supervision of the executive assistant (EA) who is responsible for his technical and professional development and the evaluation of his performance. The Administrative Assistant is an integral part of the Administrative and Client Support (ACS) team in the Niamey country office. (S)He will provide administrative and customer support to operational staff. The work involves frequent interactions with other institutional units, staff in other locations (locally and internationally), government officials, consultants and external organizations.
Duties and responsibilities
Duties and responsibilities of the Administrative Assistant include, but are not limited to:
(i) Provide primary assistance and support to the resource management team in processing accounting, financial, procurement and administrative transactions;
(ii) Receive and send all administrative, accounting and financial documents;
(iii) Ensure compliance with the financial policies and procedures of the World Bank;
(iv) Assist and monitor the purchases of the four country offices;
(v) Manage routine tasks, including receiving invoices from suppliers, ensuring compliance with VAT system and global payment provider requirements;
(vi) Track supplier banking details as required by the GPP system;
(viii) Master the GPP system to support CO staff, internal and external customers and suppliers, where applicable;
(vii) Monitor contracts and ensure that payments are made correctly and timely in accordance with the terms and conditions, and close contracts after verifying that all due payments are made;
(viii) Create travel requests to consultants/visitors while mastering the travel system to assist CO travelers, where applicable;
(ix) Review and manage all long pending contracts or items and follow up on timely settlements;
(x) Ensure tagging, recording, maintenance and decommissioning of assets; and performs other duties as assigned by the Resource Management Officer with respect to the country office program.
Other tasks
Serve as security focal point and maintain staff rosters for security purposes and share them regularly with UNDSS. Maintain staff/vendor bank details for prompt payments
Selection criteria
Among other criteria, the successful candidate must hold/have:
College or university diploma, preferably in accounting and finance or business administration
Three (3) years of relevant professional experience in a large international, service or private sector organization;
Proficiency in the use of advanced functions of the Bank’s standard computer applications (Windows applications: Word, Excel and PowerPoint); Knowledge and ability to execute various work procedures related to the timely processing and production of assigned results and administrative support activities.
Applied knowledge of the Bank’s organization, procedures and practices, including the Bank’s records management and filing procedures. In-depth knowledge of work procedures in assigned work unit;
– Demonstrate initiative and be able to make appropriate connections to work requirements and anticipate next steps; and monitor team priorities in the absence of the team leader and respond to requests for information;
– Ability to pass relevant banking tests (e.g. English language, computer applications, etc.) as required; Committed, dedicated and team player, able to deal tactfully and effectively with staff and customers in a multicultural environment; Fluent in English/Portuguese (verbal and written), including the ability to draft correspondence fluency and edit documents using appropriate grammar, punctuation and style; Effective time management and organizational skills;
Ability to produce high quality work under pressure
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 accommodation for people with disabilities.
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