Team Assistant (Transaction Specialist)

• Job #130046
• Job TitleTeam Assistant (Transaction Specialist)
• Job FamilyAdministration
• Job TypeAdministrative
• GradeGB
• LocationLima, Peru
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]; Spanish [Essential]
• Closing Date03-Feb-2013

Background / General description:
The World Bank country office in Peru is responsible for overseeing the program of the Latin America and Caribbean Region in Bolivia, Chile, Ecuador, Peru and Venezuela. With a decentralized Country Director, the Lima office is the Regional Hub for these countries. The country office is home to more than 45 staff responsible for maintaining a successful relationship with Peruvian clients. Office values include dedication, hard work, teamwork and cooperation among colleagues. The office is seeking a Transaction Specialist (TSp) to carry out financial and administrative tasks in coordination with the Resource Management (RM) Analyst. Duties include the processing of financial transactions and payment of invoices, as well as maintaining accounting and budget files. The appointment would be a two-year term, with duty station Lima, Peru, and subject to local recruitment and local salary scales. If a staff member interested in the position currently holds a Washington appointment, then the staff would convert to a country office local appointment under country office employment conditions. The TSp will report primarily to the Resource Management Analyst for financial and administrative tasks, but within the matrix environment also has a reporting line to the Executive Assistant. Responsibilities will require collaboration with other Bank Group Units and frequent contact with team members, external counterparts such as consultants, Government officials, international donors, and members of civil society. 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:
Transaction Specialist Provide support to the RM/Transactions team in the overall financial management, processing and administration of the country office. Planning • Liaise with RM staff and/or Task Team Leads (TTL) for information on charge codes, budget availability and trust fund availability and restrictions • Liaise with TTLs for the identification of upcoming contract needs and specifications to ensure timely preparation of contracts. • Ensure vendors provide remittance information for payments and that documentation is filed by hiring unit. • Assist in performing bank account reconciliation, reviewing cash flow and replenishment needs. • Check invoices and bills from vendors and prepare payments for purchase of services and goods. • Consult with clients inside and outside the Bank to effect timely payments and resolve accounting related issues. Transacting • Create, maintain and monitor contracts and payment requests for consultants, vendors, supplies, goods and services within the SAP framework, ensuring compliance with Bank policies and procedures • Handle routine data entry to SAP, prepare checks, file accounting documents, and call vendors for follow-up. • Update accounting SAP records for monthly commercial bank and SAP reconciliation, including reflecting bank charges and interest, checking vouchers and supporting documentation for accuracy • Prepare Petty Cash general ledger transactions on a weekly basis, reviewing reconciliations and processing payments in SAP for replenishment • Carry out monthly reconciliation of the Petty Cash for Water and Sanitation program based in the Lima office, to verify cash balances and consistency with SAP • Prepare Logistic Verification (LOIV) for payments and Ztrips for travel payment services • Prepare Letter of Appointment for short-term consultants and temporaries • Follow-up on SAP open items until situation is brought to closure • Monitor collection of payments by vendors and consultants to avoid situations of uncashed checks • Prepare vendor applications (accounting vendors and purchasing vendors) for new firms • Interaction with commercial bank regarding transactions, bank accounts for new staff, authorized signatures. Controlling • Run monitoring reports to ensure accuracy of charges and follow-up as needed. • Liaise with HR, Accounting, and GSD as needed to ensure contracts and associated payments are processed quickly and accurately • Adhere to ex-ante and ex-post controls related to travel, consultants and procurement of goods and administrative services • Prepare timely responses and provide supporting documentation to Accounting as requested, ensuring compliance with Bank policies and procedures and reducing the number of non-compliant findings • Support TTLs and staff by advising them on available and appropriate options for administrative procurement • Maintain accurate and up-to-date budget files. • Follow up on procurement requests and processing of invoices to ensure timely payment. • Identify and resolve accounting and administrative transactional issues, requiring interpretation of Bank policies and procedures, and independently determining appropriate applications in consultation with the resource management team. • Fill out the official forms for local tax authorities in order to recover the Value Added Tax (VAT) • Assist the RM staff with appropriate filing of administrative records, keeping relevant documents and invoices systematically in order to fully support payments and bank statements. • Adhere to record retention policies regarding commitment items procured by the office • Provide overall administrative support to the office on various matters and assist with requests related to administrative and accounting transactions. Travel • Review traveler Statement of Expenses (SOE) for accuracy and submission of required supporting documentation • Process travel requests for short-term staff and visitors, ensuring compliance with Bank policies and procedures • Monitor outstanding SOEs, reminding staff as needed to ensure compliance with the 21-day deadline in which to submit SOEs • Prepare travel advances for travelling staff • Follow-up with staff on return of unused travel advances Global Mobility Assist and back-up to Relocation Focal Point: • Prepare documents for decentralized international staff to present to Ministry of Foreign Affairs for official accreditation of staff and their families with the government • Prepare documentation for Customs Department regarding shipment of staff members’ household and personal effects, vehicles, pets • All on-boarding tasks related to the arrival and departure of international staff in the country office, including housing, schooling, services Other • Assist visiting mission staff with travel arrangements and local transportation • Work with Customs Department to obtain necessary documentation to import IT and VC equipment for country office
Selection Criteria:
• High School diploma, preferably with some training in accounting, business, or financial management • Minimum 3 years of relevant experience • Excellent oral and written command of English and Spanish • Ability to work with financial data, interpret policies and procedures, understand the controls framework • Demonstrated proficiency in the use of financial/accounting systems (preferably SAP) • Excellent time management and organizational skills • Ability to anticipate needs and take initiative • High level of integrity, mature judgment, excellent interpersonal and communication skills • Ability to exercise good judgment in handling confidential and sensitive information. • Takes ownership and accountability to meet deadlines and achieve agreed-upon results In addition to the above, the following are required: Competencies • Tasks and Workflow Management: Has the ability to organize own work and to complete assigned tasks within agreed timeline. • Technology and systems knowledge: Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). 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 to 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.

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