Administrative Assistant

IMPORTANT: The World Bank Rwanda Country Office is seeking to recruit a dynamic and highly organized professional capable of operating effectively in a demanding and culturally diverse environment, to work as an Administrative Assistant (Level GC) based in Kigali, Rwanda.  

The successful candidate will work as part of the administrative and Finance team in the country office and will work under the leadership of the Country Manager, and the general day-to-day supervision of the Finance Analyst in collaboration with the Senior Executive Assistant in Rwanda.

Duties and accountabilities: –

• The Administrative Assistant will provide administrative support in the country office and, the duties and accountabilities include, but are not limited to, the following:

General Services and facilities 

• Building maintenance and supervision of cleaners’ team on daily basis.
• Supervision of office monthly deep cleaning.
• Contacting pre-approved vendors for office small repairs, CO vehicles; request for proforma invoices.
• Management of Office Supplies: verification/control of stocks; good receiving; distribution to the staff and prepare physical excel sheet for office supplies.
• Prepare fuel report for office vehicles on monthly basis.
• Verification of vehicles logbooks on monthly basis.
• Preparing and receiving the weekly pouch, dispatching it, and taking care of mail distribution to appropriate staff.
• Managing the visitors’ electronic keys.
• Keeping updated the list of Country Office Staff.

Information Management and Client interaction 

• Scan and send the invoices linked to system POs to Global Payment Team.
• Annually Physical check of CO assets and updating the excel sheet and perform the reconciliation.
• Monthly preparation and submission of VAT to RRA.
• Create all manual POs and POs in Admin Portal linked to the Country Office budget.

General Administration:

• Prepare all administrative correspondences and maintain the filing.
• Prepare and close follow up for working permit visa requests for international Staff and Consultants.
• Close follow up on office goods clearing in customs.

Ad-hoc Assignment Tasks /Other duties

• Serve as a back-up to other staff and Team Assistants on administrative tasks.

Selection Criteria

Among other criteria, the successful candidate should be holding: 

• Diploma (Or Higher) in Business Administration, Social sciences, accounting, finance, or a related discipline. Candidates with a Bachelor’s degree are Preferred.
• Three (3) years relevant work experience in a computerized work environment 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.
• 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.
• Awareness of guidelines for processing transactions and the relevant internal control components.
• Can analyze data and business processes to determine the viability of controls and procedures and identify any issues or areas of risk.
• Ability to organize own work and to complete assigned tasks within agreed timeline.
• Has good organizational skills, and the ability to work capably in a fast-paced, deadline-oriented environment, managing multiple tasks within tight deadlines.

Required Competencies

In addition to the above selection criteria, the following competencies are expected of the successful candidate: 

• Technology and systems knowledge – Demonstrates advanced knowledge and experience working with office applications (MS Outlook, MS Excel, MS PowerPoint, MS Word, MS Teams) and WebEx. Has ability and willingness to maintain up-to-date knowledge and skills as technology.
• Project and task management – Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
• Institutional policies, processes, and procedures – Demonstrates knowledge of own department’s programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.
• Versatility and adaptability – Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
• Client Orientation – Exhibits positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.
• Drive for Results – Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication – Has good knowledge of official unit’s language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit.
• Business Judgment and Analytical Decision Making – Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27807&site=1