Administrative Assistant Rwanda Administration/Office Support at World Bank: (Deadline 20 April 2022)

 Description

Do you want to build a truly worthwhile career? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. 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, increasing shared prosperity, and promoting sustainable development. 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. Visit www.worldbank.org.

Roles and Responsibilities:

The Administrative Assistant will work as part of the administrative and resource management staff in the Country Office. Under the general supervision of the Resource Management Analyst, s/he would carry out the following duties and accountabilities:

• Provide support to staff by updating staff list; managing office access, processing incoming and outgoing pouch weekly; managing daily transport deployment and producing the related reports in compliance with the World Bank’s policies and procedures.
• Provide support to the Resource Management Team in processing accounting and administrative transactions for the country office; and ensure that all transactions are made in compliance with the World Bank’s policies and procedures.
• Assist in the posting of purchase orders (POs) for goods & services and maintaining inventory in SAP. Monitor usage of office consumables/supplies and produce monthly reports.
• Assist in asset management tasks including physical verification, maintenance, recording, reconciliation, monitor movements and participate in asset disposal activities.
• Handle routine data entry and correspondence, including filing of accounting, administrative documents, and Resource Management records.
• Compile VAT claims and other statutory requirements for submission to government monthly.
• Initiate and process appointments for Short Term Temporaries (STTs) and Short-Term Consultants (STCs) in system for the Country Office.
• Ensure that service providers’ maintenance contracts for the office building facility are valid and up to date; and that office services are provided and monitored on a regular basis.
• Handle vendor registration for firms and organizations.
• Support the preparation of quarterly budget reports.
• 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.
• Respond to Quality Assurance Services or other reviewing units as required.
• Undertake ad hoc inquiries in standard and non-standard databases, retrieve, manipulate, and present accounting and administrative data as needed from time to time.
• Provide appropriate back up to colleagues and perform other tasks assigned with respect to the Country Office program.