Program Assistant

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Description

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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

Role & Responsibilities:

• The Program Assistant/Transaction Specialist (PA/TS) will carry out a wide range of tasks and duties that includes a mix of advanced office support and administrative or operational support functions. S/he will work closely with the operational and project staff on program-related activities and assist the Resource Management (RM) Analyst in accounting, facility management, payments, and other administrative issues. S/he will coordinate extensively with service units and liaise frequently with team members both at headquarters, the WB service center in Chennai, other country offices as well as with external counterparts. The PA/TS will report primarily to the World Bank Resident Representative  and will receive day-to-day guidance on priorities and fulfillment of responsibilities from the World Bank Executive Assistant.

The main functions of the position include but are not limited to:

• 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.
• Follow up with vendors when invoices have not arrived on time or when they request proof of bank transfers, dispute invoices, and/or request information.
• Liaise with Resource Management staff and/or Task Team Leaders (TTL) for information on charge codes, budget availability and trust fund availability and restrictions.
• Prepare and maintain list of preferred vendors, such as for catering, office supplies, and establish and maintain good working relationships.
• Process templates for the cellphone subsidy, prepare fuel prepayment conciliation against invoices and fuel consumption.
• Support the preparation of STTs appointment when required by the CO.
• Be responsible for maintenance of office equipment related to security.
• Be responsible for office tax exemption issuance, distribution and monthly report delivery.
• Facilities maintenance: keep log of scheduled works, contract details, vendor contacts, and coordinate visits to the office and notify staff as required.
• As Travel Specialist, create Travel Requests (TRs) and Statement of Expenses (SOEs) for IBRD and IFC local consultants, groups, visitors, and seminar participants, and keep and file travel support documentation.
• As Assets custodian, ensure that physical assets are recorded in SAP, that the Physical Asset Inventory is conducted annually, and records are properly updated in a timely manner.
• Responsible for administrative records, keeping relevant documents and invoices systematically, accurately, and properly filed to fully support the bank accounts.
• Keep track of deadlines, prepare reports, anticipate, and solve non-routine problems. Answer requests for information which may require files searches, filing of project documents.
• As part of the team, provide backup support to the Reception during lunch time in the reception area.
• Assist in preparation and logistical planning of events, as required.
• Provide a wide range of administrative support to visiting missions, operations and project staff, as requested, such as: meetings and videoconference arrangements; draft, proofread and translate routine correspondence.
• Perform other administrative duties as required and act as a backup to other ACS staff when required by Executive Assistant as well Transaction Specialist regional backup support, when required.

Selection Criteria:

• High school diploma in accounting is required, and relevant bachelor’s-level degree is preferred with at least 5 years of experience or the equivalent combination of relevant education and experience.
• Proficient English, 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.
• Demonstrate relevant functional knowledge and make appropriate linkages in work requirements while anticipating next steps.
• Ability to work with financial data, interpret policies and procedures, understand the controls framework, share knowledge and information with others across the work unit or department.
• Excellent communications and interpersonal skills. Ability to effectively coordinate with key staff in relevant operational and service units and other stakeholders outside the Bank Group.
• Excellent interpersonal and verbal/written communication skills and the ability to interact effectively with clients and staff at all levels;
• Excellent time management and organizational skills and ability to simultaneously handle multiple tasks;
• Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
• Ability to handle confidential information and produce high-quality work under pressure, thorough and analytical, showing great attention to details.
• Demonstrated initiative and resourcefulness, and ability to retrieve reference materials from various sources (e.g., databases, filing systems, Internet, etc.).
• Take ownership, show accountability, and contribute to wider collaborative efforts approaching conflicts as common problems to be solved while considering own behavior in context of WBG’s values and mission and recognizes impact on others.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=25730&site=1

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