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Administrative Assistant (High School Certificate Jobs) - World Bank Group (WBG)

Job Title:    Administrative Assistant (High School Certificate Jobs)
Organization: World Bank Group (WBG)
Duty Station: Kampala, Uganda
Reports to: Resource Management Analyst

About World Bank:
The World Bank is a vital source of financial and technical assistance to developing countries around the world. The World Bank provides low-interest loans, zero to low-interest credits, and grants to developing countries. These support a wide array of investments in such areas as education, health, public administration, infrastructure, financial and private sector development, agriculture, and environmental and natural resource management. Some of our projects are co-financed with governments, other multilateral institutions, commercial banks, export credit agencies, and private sector investors.

Key Duties 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, she/he will carry out the following duties and accountabilities:
·        Provide primary assistance and support to the Resource Management Team in processing accounting and administrative transactions for the country office in compliance with the Bank’s policies and procedures ensuring that the required documentation is in place before processing the transactions.
·        Create Country Office (CO) purchase orders (PO), Service Entry Sheets and Short-Term contracts in admin portal.
·        Coordinate with responsible staff on closure of old PO commitments, clean up and clearance of open items and accruals.
·        Handle routine payment related queries from vendors and supporting the Country Office Accountant to ensure vendor accounts are reconciled on a regular basis.
·        Receiving vendor invoices, ensuring compliance with Global Payment Provider system requirements.
·        Master the Global Payments Provider (GPP) system to assist CO staff, internal & external clients and vendors as appropriate including ensuring vendor bank details are up to date in the GPP system.
·        Frequent interaction with GPP Team and timely response to the daily reports.
·        Keep track of payments submitted, ensure vendor payments are processed and received in a timely manner.
·        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, check writing, online banking, filing of accounting documents and Resource Management records.
·        Compile VAT claims and other statutory requirements for review before submission to government on a monthly basis.
·        Handle custody of petty cash and cash collections.
·        Handle vendor registration for firms and organizations.
·        Ensure that service providers’ maintenance contracts are valid and up to date; and that office services are provided and monitored on a regular basis.
·        Respond to Quality Assurance Services’ queries or other reviewing units as required.
·        Provide appropriate back up to colleagues and perform other tasks assigned with respect to the Country Office program.

Qualifications, Skills and Experience: 
·        The applicant for the World Bank Group Administrative Assistant job placement should hold a high school certificate, preferably a college diploma (or higher) or associate degree in accounting or a related discipline
·        A minimum of three years of working experience, preferably in a computerized work environment.
·        Demonstrate technical skills working with Microsoft office.
·        Knowledge and experience working with SAP R3 Enterprise will be an added advantage.
·        Commitment to team-oriented work in a multi-cultural environment.
·        Good knowledge of the Internal control guidelines, ability to ensure compliance and escalate any potential control risks.
·        Proven consistent dedication to excellence and attention to details.
·        Strong problem-solving skills and ability to work with external vendors to provide high level services to the office.
·        Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills and ability to handle confidential information.
·        Demonstrated ability to follow through on team priorities in the absence of the supervisor and respond to client requests.
·        Strong communication skills.
·        Should have a good command of English language both written and oral.

·        Ability to process accounting and administrative transactions in accordance with accounting/procurement policies and World Bank code of conduct.
·        Ability to resolve transactional issues requiring interpretation of policies and procedures and prepare ad hoc analyses based on accounting information stored in various source systems (e.g. SAP).
·        Good team player with proven ability to work effectively in a multicultural environment.
·        Ability to create, apply and share knowledge.
·        Ability to understand the needs of the client and develop the best approach to meet client needs.
·        Good organizational and task management skills
·        Ability to work well in a fast-paced, dead-line oriented environment, managing multiple tasks within tight deadlines.

NB: Poverty has no borders, neither does excellence. We succeed because of our differences and we continuously search for qualified individuals with diverse backgrounds from around the globe.

How to Apply:  
All suitably qualified and interested candidates who wish to join the World Bank in the aforementioned capacity are encouraged to send their applications Online by reviewing details at the web link below and clicking Apply Now on getting a broader insight of vacancy.

Deadline: 3rd March 2020

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