Administrative Assistant ( Transaction Processor )

• Job #130084
• Job TitleAdministrative Assistant ( Transaction Processor )
• Job FamilyAccounting
• Job TypeAdministrative
• GradeGC
• LocationCotonou, Benin
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]
• Closing Date29-Jan-2013

Background / General description:
The World Bank, the leading multi-lateral institution in global economic development, is currently recruiting an administrative assistant for an initial period of 2 years. The Transaction Processor will be based in Cotonou, Benin and work as part of the administrative and resource management staff in the Country Office in Benin and Togo. The selected candidate will be required to pass the World Bank Transaction Specialist Accreditation within a few months after hiring. S/He will work under the general supervision of the Country Manager, and the direct supervision of the country office Resource Management Analyst (RMA). Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties and Accountabilities:
• Provide primary assistance and support to the Resource Management Team in processing accounting and administrative transactions for the Benin and Togo country offices. • Handle posting of purchase orders, goods receipt, service entry sheets and maintenance of inventory in SAP. • Handle routine data entry, including check writing, filing of accounting documents. • Handle custody of petty cash and collections. • Monitor vehicle fuel and maintenance costs and other equipments. • Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents accounting and administrative data. • Identify and resolve diverse accounting and administrative transactional issues as they arise, often requiring interpretation of procedures and processes; independently determine appropriate application in consultation with the accounting team members. • Support the preparation of quarterly budget reports. • Performs other tasks assigned by the RMA with respect to the Country Office program.
Selection Criteria:
The preferred candidate should be a holder of a minimum of High School Diploma or a university degree in accounting with five years of experience, preferably in computerized accounting. • Strong interpersonal skills; commitment to team-oriented work in a multi-disciplinary matrix management environment. Prior Bank Group experience would be a plus. • Demonstrated skills in retrieving/obtaining accounting and administrative information from various Bank sources and pulling them together in a useable format. • Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight deadlines. • Strong English and French language skills (verbal and written). • Ability to pass relevant Bank Group tests in accounting. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence. Competencies ======================================================================== Transactions Processing and Quality Control • Ability to acquire/apply working knowledge of financial/accounting systems (e.g., SAP &WB systems). • Basic proficiency with computer applications (such as Microsoft Office applications, Lotus Notes etc.). • Ability to process and ensure the accuracy of routine administrative expense transactions (e.g. procuring goods, requesting STT/STC and ETT/ETC appointments, paying for services rendered, etc.) within the SAP framework in compliance with procurement and accounting policies and, WB code of conduct, perform subsequent follow up as needed. This ability must be demonstrated through acquisition of relevant WB transaction specialist accreditation. • Ability to assure quality of transactions by ensuring appropriate review of transaction prior to entering and collecting necessary back-up documentation of transactions. • Ability to understand and use budget and office inventory records. • Can prepare information required for audit purposes. • Ability to keep up-to-date with news regarding changes to policies, procedures, and systems that affect SAP transactions • Demonstrates ability to adhere record retention policies regarding commitment items procured within the unit. • Can identify and resolve routine contractual and accounting issues requiring understanding of procedures and processes, consults with accounting and/or procurement team if needed. • Can exercise judgment to determine appropriate application of relevant procurement and accounting policies and procedures. • Ability to proactively liaise with management and TTLs to gather all required information and to clarify policies and procedures. • Ability to monitor requests, take immediate action to resolve any problems and payment delays, consult with internal and external clients (e.g. staff, consultants, vendors, etc.) to ensure timely payments. • Ability to adhere to ex ante and ex post controls related to various commitment items (i.e., travel, STC/STT contracts, ETC/ETT contracts, and the procurement of goods and administrative services). • Ability to identify work processes improvements to enhance client satisfaction. • Can work under minimum supervision. Tasks and Workflow Management • In addition to good organizational skills, and ability to work capably under stress and juggle multiple tasks within tight deadlines, has ability to organize and coordinate assigned activities within work unit in order produce quality products/services within deadlines. • Ability to establish and monitor quality standards and workflow. • Ability to organize own work. • Ability to complete assign tasks within agreed timeline. • Ability to learn and ask for guidance in organizing effective workflow. • Good organizational skills and ability to work capably in a fast-paced, deadline oriented environment, managing multiple tasks within tight deadlines, stays organized, calm and constructive in stressful situations. • Ability to select task/workflow delivery process and prepare schedules for completion. • Ability to track and monitor requests against service standard turnaround times; handle clients' requests for changes and communicate the impact on budget and timeline. In addition to good organizational skills, and ability to work capably under stress and juggle multiple tasks within tight deadlines, • Ability to organize and coordinate assigned activities within work unit in order produce quality products/services within deadlines. • Ability to establish and monitor quality standards and workflow. Internal Controls and Assurance • Able to identify and understand the internal control components surrounding immediate areas of responsibility and appreciate the fundamental role of those controls in safeguarding assets. • Able to analyze, document and communicate internal control requirements to users and identify instances of non-conformance as well at their underlying reasons. Influencing and Assertiveness • Ability to achieve a high level of cooperation by demonstrating ""win-win."" • Unafraid to provide appropriate challenge to ensure commitments are delivered but without adversely impacting working relationships.

Apply Now