Team Assistant / Transaction Processor

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.

Duties and Accountabilities

Team Assistant

The primary responsibility of this position is to provide timely and proactive assistance with a full range of administrative support activities to ensure the CO operations are sufficiently covered during staff shortages and/or peak periods. These activities include, but are not limited to the following:

• Carry out a variety of activities related to office support work, including managing processes and engaging actively in all matters related to the unit’s administrative functions, including those pertaining to visiting missions.
• Coordinate schedules, taking priorities into account, monitoring changes, and communicating information to appropriate staff.
• Provide support in scheduling meetings and appointments and liaising closely with internal and external clients.
• Assist in preparation and logistical planning for various events, conferences, workshops, meetings, etc.
• Prepare the Media Monitoring for El Salvador Country Office, that consist in consolidated of relevant news to non-local staff working on projects in the country.
• Undertake other ad-hoc duties, as required, during the team absences or heavy workload periods.

Transaction Processor  

• Support with accounting and administrative transactions in strict adherence to the corresponding policies and procedures of the WB. Prepare payment packages by reviewing support documentation and following up as required, scan purchase order (PO) and Non-PO invoices and process through e-payables. Enter requests through the Administrative portal, post accruals, and prepayments.
• Send vendor registrations and new identity (UPI) creation requests through e-services and liaise with corporate procurement in case of vendor issues (e.g., name change, etc.). Request banking information from vendors and send updated information as applicable.
• Elaborate checks and vouchers
• As Assets custodian, ensure that Physical Assets are recorded in SAP, Physical Asset inventory is conducted annually, and records are properly and timely updated.
• As Travel Specialist, create Travel Requests and Statement of Expenses for IBRD and IFC local consultants, groups, visitors, and seminar participants, and keep and file travel support documentation.
• Assist hiring by processing appointments in Admin Portal, process extension or any other updated
• Facilities maintenance: keep log of scheduled works, contract details, vendor contacts, and coordinate visits to the office and notify BOC and other staff as required.

Selection Criteria

The successful candidate should meet the following selection criteria:

• High school graduate preferably with higher education status or technical training in a relevant area
• Minimum three years of relevant experience
• Proficient English and Spanish written and spoken skills.
• Proficiency in technology or/and systems relevant to functional area, knowledge of advanced functions of Microsoft Office, and dexterity in internet searches/web navigation.
• Good communication skills, proactive, takes ownership, mature, flexible personality.
• Ability to handle confidential information and produce quality work, with attention to details
• Team player, good people skills, ability to work with people from different countries, and a strong client focus.
• Demonstrated Resourcefulness and proactivity.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29980&site=1