Resource Management Assistant

• Job #122863
• Job TitleResource Management Assistant
• Job FamilyResource Management
• Job TypeProfessional & Technical
• GradeGD
• LocationTokyo, Japan
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]; Japanese [Essential]
• Closing Date13-Jan-2013

Background / General description:
The East Asia and Pacific Region (EAP) has a budget of about $170 million, excluding external funds, and a staff of about 950. It consists of the Office of the RVP, six Country Departments, five Sector Departments, including the Operations Services Department (EASOS), Human Resources Services, External Affairs Unit and the office of the Chief Administrative Officer (CASU). All six of the Country Departments are based in the field and the Region has offices in 13 countries. Established under the Japan-World Bank Distance Learning Partnership, the mission of the Tokyo Development Learning Center (TDLC) is to serve as a platform for knowledge sharing on developmental issues with a broad range of public/private partners. TDLC also serves as a hub for technology services and for design and delivery of knowledge and learning programs as a member of the Global Development Learning network (GDLN). TDLC requires a Resource Management Assistant to support the facility’s RM and general administrative functions. The RM Assistant will report to the CAO. This is a local position and the selected candidate must either be a Japanese Citizen or have the necessary work permit or visa to work and live legally in Japan. 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:
• Under the guidance of the TDLC Program Manager, undertake resource management tasks including accounting processes using SAP, contracts administration, office related procurement and other resource management tasks as needed • Provide regular and timely budgetary/financial reporting to TDLC management • Provide support to TDLC management on HR and HR-related procurement tasks including processing of consultant and temporary staff contracts. • Maintain close relations with RM staff in Washington and EAP country offices and ensure their advice is taken fully into account in TDLC operations and that TDLC processes adhere to the highest RM standards • Undertake day-to-day general office administration tasks including vendor registration/management, travel processes, office facility management, emergency procedures, office directory, LARS coordinator, temp staff management, security, etc. • In coordination with the WB Tokyo Office, represent (with TDLC management) all-Japan WB task teams for security and business continuity matters. • Maintain strong working relations and close coordination with WB Tokyo Office administration staff for financial and office management issues, (such as closing end month accounting together with Tokyo Office RM or back up of SAP accounting processes) • Provide guidance and support to TDLC program staff on administration and/or RM related issues as required • Maintain consistency in the application of accounting rules and procedures, including safeguarding of cash and checks • Monitor operating expenses and highlight potential issues • Ensure compliance with institutional and regional policies and guidelines • Generate a variety of standard and customized financial/accounting reports • Interact with clients both inside and outside the Bank, e.g., staff, consultants, vendors, etc., to ensure timely payments and resolve accounting related issues.
Selection Criteria:
• A relevant Associate degree in finance, accounting, business, economics, or commerce, or completion of the RM Board-sponsored Supplementary Education Criteria (SEC) Program. • At least two years of experience in a relevant field, e.g., administration, accounting, or finance at the World Bank, or in an international private or public sector setting. • Solid knowledge and application of relevant Bank policies and practices as they relate to SAP transactions (procurement, HR, IT, etc.) and to resource and financial management. • Familiarity with Trust Funds and TF rules and procedures is an advantage. • Good knowledge of Generally Accepted Accounting Principles (GAAP) and understanding of COSO philosophy is preferable. • Knowledge of and skills in applying work programming, budgeting and financial management tools and techniques to support effective and efficient resource management and business planning. • Ability to research, analyze and synthesize information, interpret data, retrieve information from SAP or similar systems, and to clearly and concisely summarize results. • Proficiency in Microsoft Windows applications, namely Excel, Word and Power Point. • Demonstrated ability to learn new technology quickly and effectively use it for maximum productivity. • Strong team player, with the ability to work easily with all levels of staff within a matrix environment; ability to function effectively in multi-disciplinary teams within a matrix management Environment. • Strong communication skills with ability to prepare presentations and discuss findings in written and oral form. • Must be able to interact effectively with Country Offices, and deal with diverse situations which require good judgment, tact and diplomacy. • Effective skills as an interlocutor in handling and facilitating client and inter- and intra-unit business relationships.

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