The Ugandan Jobline

Job Title:    Administrative Assistant
(High School Certificate Jobs)

Organization: World Bank Group (WBG)

Duty Station: Kampala, Uganda

Reports to: Resource
Management Analyst

About World Bank:

The World Bank is a vital source of financial and technical
assistance to developing countries around the world. The World Bank provides
low-interest loans, zero to low-interest credits, and grants to developing
countries. These support a wide array of investments in such areas as
education, health, public administration, infrastructure, financial and private
sector development, agriculture, and environmental and natural resource
management. Some of our projects are co-financed with governments, other
multilateral institutions, commercial banks, export credit agencies, and
private sector investors.

Key Duties and Responsibilities:  The
Administrative Assistant will work as part of the administrative and resource
management staff in the Country Office. Under the general supervision of the
Resource Management Analyst, she/he will carry out the following duties and
accountabilities:

·       
Provide primary assistance and support to the
Resource Management Team in processing accounting and administrative
transactions for the country office in compliance with the Bank’s policies and
procedures ensuring that the required documentation is in place before
processing the transactions.

·       
Create Country Office (CO) purchase orders (PO),
Service Entry Sheets and Short-Term contracts in admin portal.

·       
Coordinate with responsible staff on closure of
old PO commitments, clean up and clearance of open items and accruals.

·       
Handle routine payment related queries from
vendors and supporting the Country Office Accountant to ensure vendor accounts
are reconciled on a regular basis.

·       
Receiving vendor invoices, ensuring compliance
with Global Payment Provider system requirements.

·       
Master the Global Payments Provider (GPP) system
to assist CO staff, internal & external clients and vendors as appropriate
including ensuring vendor bank details are up to date in the GPP system.

·       
Frequent interaction with GPP Team and timely
response to the daily reports.

·       
Keep track of payments submitted, ensure vendor
payments are processed and received in a timely manner.

·       
Monitor usage of office consumables/supplies and
produce monthly reports.

·       
Assist in asset management tasks including
physical verification, maintenance, recording, reconciliation, monitor
movements and participate in asset disposal activities.

·       
Handle routine data entry, check writing, online
banking, filing of accounting documents and Resource Management records.

·       
Compile VAT claims and other statutory
requirements for review before submission to government on a monthly basis.

·       
Handle custody of petty cash and cash
collections.

·       
Handle vendor registration for firms and
organizations.

·       
Ensure that service providers’ maintenance
contracts are valid and up to date; and that office services are provided and
monitored on a regular basis.

·       
Respond to Quality Assurance Services’ queries
or other reviewing units as required.

·       
Provide appropriate back up to colleagues and
perform other tasks assigned with respect to the Country Office program.

Qualifications, Skills and Experience: 

·       
The applicant for the World Bank Group Administrative
Assistant job placement should hold a high school certificate,
preferably a college diploma (or higher) or associate degree in accounting or a
related discipline

·       
A minimum of three years of working experience,
preferably in a computerized work environment.

·       
Demonstrate technical skills working with
Microsoft office.

·       
Knowledge and experience working with SAP R3
Enterprise will be an added advantage.

·       
Commitment to team-oriented work in a
multi-cultural environment.

·       
Good knowledge of the Internal control
guidelines, ability to ensure compliance and escalate any potential control
risks.

·       
Proven consistent dedication to excellence and
attention to details.

·       
Strong problem-solving skills and ability to
work with external vendors to provide high level services to the office.

·       
Demonstrated interpersonal skills, initiative,
resourcefulness, effective time management, organizational skills and ability
to handle confidential information.

·       
Demonstrated ability to follow through on team
priorities in the absence of the supervisor and respond to client requests.

·       
Strong communication skills.

·       
Should have a good command of English language
both written and oral.

Competences:

·       
Ability to process accounting and administrative
transactions in accordance with accounting/procurement policies and World Bank
code of conduct.

·       
Ability to resolve transactional issues
requiring interpretation of policies and procedures and prepare ad hoc analyses
based on accounting information stored in various source systems (e.g. SAP).

·       
Good team player with proven ability to work
effectively in a multicultural environment.

·       
Ability to create, apply and share knowledge.

·       
Ability to understand the needs of the client
and develop the best approach to meet client needs.

·       
Good organizational and task management skills

·       
Ability to work well in a fast-paced, dead-line
oriented environment, managing multiple tasks within tight deadlines.

NB: Poverty has no borders, neither does excellence. We
succeed because of our differences and we continuously search for qualified
individuals with diverse backgrounds from around the globe.

How to Apply:  

All suitably qualified and interested candidates who wish to
join the World Bank in the aforementioned capacity are encouraged to send their
applications Online by reviewing details at the web link below and clicking
Apply Now on getting a broader insight of vacancy.

Click
Here

Deadline: 3^rd March 2020

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