Administrative Assistant

United Nations Development Programme (UNDP)

JOB DESCRIPTION

 

Description

 

Do you want to build a career that is truly worthwhile? 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. For more information, visit www.worldbank.org

The World Bank is looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as an Administrative Assistant. The Administrative Assistant will be under direct supervision of the Executive Assistant (EA) who is responsible for her/his technical and professional development and performance evaluation. The Administrative Assistant is an integral part of the Niamey Country Office Administrative and Client Support (ACS) team. (S)He will provide Administrative and client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Duties and Accountabilities

The Administrative Assistant’s duties and accountabilities include, but are not limited to, the following:

• Provide primary assistance and support to the Resource Management Team in processing accounting, finance, procurement and administrative transactions;
• Receive and dispatch all administrative, accounting and finance documents;
• Ensure compliance with WB financial policies and procedures;
• Assist and follow up on the four country offices purchases;
• Handle routine work including receiving invoices from vendors ensuring compliance with VAT and Global Payment Provider system requirements;
• Follow up on vendor’s bank details as required by the GPP system;
• Master the GPP system to assist CO staff, internal & external clients and vendors as appropriate;
• Follow up on contracts and ensure that payments are properly made and timely as per the terms and conditions, and close out contracts after verifying that all due payments are done;
• Create Travel Requests to Consultants/visitors while mastering the Travel system to assist CO travelers as appropriate;
• Review and manage any long outstanding contracts or items and follow up for timely settlements;
• Ensure asset tagging , recording, maintenance and retiring; and performs other tasks assigned by the Resource Management Officer with respect to the Country Office program,

Other duties
• Serve as a Security Focal Point and maintain staff lists for security purposes and share with UNDSS on a regular basis
• Maintain staff/vendors banking details for prompt payments

 

Selection Criteria

 

Among other criteria, the successful candidate should be holding / having:
• College or University degree preferably in Accounting and Finance or Business Administration;
• Three years relevant work experience in a large International or Service or Private Sector Organization;
• Proficiency in using advanced functions on Bank standard computer applications (Windows applications: Word, Excel, and PowerPoint);
• Knowledge of and ability to execute diverse work procedures related to the timely processing and production of assigned outputs and supporting administrative activities;
• Applied knowledge of Bank’s organization, procedures and practices, including Bank records management and filing procedures;
• Thorough knowledge of work procedures in assigned work unit;
• Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps; and to follow through on team priorities in the absence of the team leader and respond to requests for information;
• Ability to pass relevant Bank tests (e.g. English language, computer applications, etc.) as required;
• Committed, dedicated and team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment;
• Proficient English / French skills (verbal and written), including ability to draft routine correspondence and edit materials using proper 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 accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.


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