Resource Management Analyst

• Job #130018
• Job TitleResource Management Analyst
• Job FamilyResource Management
• Job TypeProfessional & Technical
• GradeGE
• LocationMexico City, Mexico
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]; Spanish [Essential]
• Closing Date21-Jan-2013

Background / General description:
The Latin America and Caribbean Region (LCR) is organized with six Country Management Units and five Sector Departments (Human Development, Sustainable Development, Poverty Reduction and Economic Management, Finance and Private Sector, and Operations Services). The Region has 18 country offices with staff from both country and sector staff. The Regional strategy focuses on: growth and jobs; addressing poverty and inequality; strengthening governance and institutions; engaging in global issues; and minimizing vulnerabilities against disasters. LCR consists mostly of IBRD/middle income countries and a few IDA countries. The total administrative budget is approximately $200M including BB, Reimbursable Programs (e.g. Carbon Finance, Climate Investment Fund, Global Environment Facility, Montreal Protocol), FBS, EFOs and BETFs. The Resource Management Unit (LCRRM) of the Latin America & the Caribbean Region is responsible for business planning, budgeting, work programming, deliverables and financial reporting for all the departments in the Region. In country offices, LCRRM is also responsible for accounting, payment processing, cash management, administration, internal controls, security, and facilities. Overall, LCRRM ensures that each department maintains cost efficiency and effective controls over all financial transactions. Purpose and Scope of Position This Resource Management Analyst (RMA) position is located in the country office in Mexico City, Mexico, within the Mexico and Colombia Country Department (LC1). The incumbent is the focal point of the team handling accounting, resource management, controls and administration for the country office. The RMA works independently under the supervision of the Country Director and the general direction of the HQ-based Chief Administrative Officer (CAO) and Senior RM Officer. The RMA’s functions range from primary responsibility for accounting transactions and vendor payments, to performing compliance reviews and reporting to central control units, to supporting and advising staff on a host of RM topics. The RMA also plays a key role in the administration and dissemination of RM policies of the Bank. The RMA is expected to be innovative and deliver quality work, striking a balance between RM technical excellence and client focus. The incumbent must have strong teamwork within and outside the unit, and the ability to work independently on RM projects with other members of the broader RM team. Initiative and excellent communications skills, both written and verbal, and interpersonal skills are a must. 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. Note: A potential candidate has been identified and intends to apply for this position. However, this remains a competitive process and interested candidates are encouraged to apply.
Duties and Accountabilities:
Financial Management of Country Office Expenses • Accountability: Under the supervision of the Country Director and the general direction of the CAO or Senior RM Officer, responsible for the effective financial management of country office expenses. Oversee the country office accounting function, including preparation of Monthly Submission Report, bank account reconciliation, petty cash replenishment. • Budget Planning & Monitoring: Assist in planning of expenses for day-to-day running of the country office. Report on planned expenses for budget monitoring purposes. • Cost Analysis and Effectiveness: Compile and analyze cost data at the country office level, measuring effectiveness and proposing solutions as needed. Undertake comparison of costs among different providers, seeking the best value for the Bank. • Cash Balance: Ensure that unit has optimum cash balance in commercial bank. Prepare cash flow projections. Review accounting transactions, reconciliation reports, open-item reports, monthly accounting reports, scorecards, quality assurance reports • Payments: Calculate, prepare and make payments for the country office against all expense categories Financial Control and Fiduciary Responsibilities • Support internal controls framework of financial transactions and business operations to ensure financial integrity is maintained, including review of effectiveness of the internal control systems and monitoring, and providing advice for strengthening framework • Work with Country Manager to ensure a strong control environment in the office • Provide guidance, advice, interpretation and recommendations to Country Manager and staff on RM policies and procedures • Ensure that audit and quality assurance review recommendations are implemented • Coordinate year-end letter of representation exercise for the country office • Coordinate preparation of Accounting scorecard responses • Maintain consistency in the application of accounting rules and procedures, including safeguarding of cash and checks General Administration • Ensure smooth operation of office facilities on a daily basis, seeking opportunities for improvement where appropriate • Ensure that Bank’s assets and inventories are appropriately recorded and safeguarded • Oversee the local administrative procurement of supplies, goods and services • Help in development of administrative policies and practices in consultation with other units for the efficient and effective operation of the country office. • Liaise with local commercial house bank Analysis, Monitoring, Reporting and Communicating • Proactively establish and maintain interface with the client, providing high caliber support • Monitor work of Transaction Specialist • Review accounting transactions, reconciliation reports, open items reports, monthly accounting reports • Monitor and review country office budget and expenses, identifying/resolving issues and discussing them with country office management and/or other RM staff • Maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other day-to-day transactions • Ensure effective back-up arrangement and timely submission of tasks/outputs • Provide support to managers and staff in accessing management reports • Analyze costs, including forecast of year-end budget status. Other Duties and Responsibilities • Responsible for HR Benefits for local and international staff. • Maintain the HRBEN/local interface with particular focus on financial assistance and IRS staff housing modules • Communicate staff rules and procedures to all staff on a regular basis • Maintain interaction with suppliers to enhance purchasing conditions. • Handle all administrative procurement actions, including liaising with GSD as needed, for example for vehicle purchases • Handle office building including remodeling of the offices, procurement of furniture and equipment, establishing and maintaining office services, facilities, utilities, etc. • Liaise with human resources team
Selection Criteria:
COMPETENCIES • Integrity and Independence - Prepares accurate reports, ensuring that pertinent facts are fairly presented; shares information freely. • Statutory and other Stakeholder Reporting - Can produce pro-forma financial statements and reports; familiar with disclosure requirements and accompanying notes, and management and auditor's reports. • Internal controls and corporate procedures - Can analyze data and business processes to determine the viability of controls and procedures, and identify any issues or areas of risk. • Planning and Budgeting - Can produce standard reports and budgets, and analyze budget information; understands the entity's funding structure and sources. • Performance Evaluation and Reporting - Able to determine the information needs of users and present information that supports management decision making. • Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success. • 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 - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner. • Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work. Minimum Education/Experience • Minimum Education: Relevant Bachelor’s degree (Accounting, Business, Finance) OR completion of the RM Board-sponsored Supplementary Education Criteria Program (SEC) • Minimum Years of Relevant Experience: 3 years experience in a relevant field, e.g. accounting, finance, business

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