Program Assistant

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Description

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• Processes accurately and promptly basic business transactions, including procurement, consultant travel requests and payments, vendor payments, charge backs and other office running expenses.
• Regularly reviews open items and accounts; maintains relevant documents and invoices systematically to support the accounts.
• Monitors receivables and collections.
• Assist in processing asset acquisitions and disposals, periodic physical inventory of fixed assets and office/pantry supplies, and updating inventory records.
• Handles administrative procurement of goods, works and services in accordance with Bank policies and procedures including execution of annual procurement plan, vendor sourcing and performance management.
• Carries out the full range of administrative support such as coordinating and monitoring team’s tasks and schedules, preparing minutes of meetings, following-up actions, assisting in documentation preparation.

• Monitors and coordinates with day-to-day operations of outsourced admin services and address issues as they arise.
• Coordinates with the CMU and travel management company on travel-related action items. 
• Interacts with clients both inside and outside the Bank, e.g. staff, consultants, vendors, government entities, etc. to effect timely payments, responds to queries, shipment, vehicle registrations, and resolve related issues.
• Ensure efficient, smooth and consistent internal admin environment in the office by assisting/ advising staff regarding office’s admin policies and procedures. 
• Maintains up-to-date team files (both paper and electronic).
• Assist in preparation of presentation materials and logistical planning of ad-hoc events, e.g. workshops, etc.
• Handles ad-hoc duties as required, e.g. assisting team members during work overflow/overload.

• In-depth knowledge of Microsoft Office applications. Ability to use technology or/and systems relevant to functional area, e.g. enterprise-wide business transaction and information system (SAP). Able to coach less experienced staff on relevant technology and systems.
• Ability to research, interpret data, and synthesize information clearly and concisely
• Strong interpersonal skills and ability to liaise effectively and professionally with a wide range of clients (internal and external)
• Excellent written and verbal communication skills in English.
• Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed

• Bachelor’s degree in a relevant field (e.g., office administration, etc.)
• At least 5 years of relevant experience, preferably with international development organizations

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