World Bank seeks to recruit an administrative assistant – Lomé, Togo

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Description :

Established in 1944, the WBG is one of the world’s largest sources of funding and knowledge for development solutions. In fiscal year 2018, the WBG committed $67 billion in loans, grants, equity investments and guarantees to its members and private businesses, of which $24 billion was concessional finance to its poorest members. It is governed by 188-member countries and delivers services out of 120 offices with nearly 15,000 staff located globally.

The WBG consists of five specialized institutions: the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID). The World Bank is organized into six client-facing Regional Vice-Presidencies, several corporate functions and thirteen Global Practices to bring best-in-class knowledge and solutions to regional and country clients.

The World Bank Togo Country Office is looking a qualified administrative assistant capable of operating effectively in a very demanding fast-paced environment. The administrative assistant reports to the Resource Management Analyst and works closely with the Administrative team. The Administrative Assistant supports the RM team in the day to day office management.  

The successful candidate is expected to work independently and will be assigned responsibilities requiring in depth knowledge of the institution and the country office procedures.

Roles & Responsibility :

Under the general supervision of the Resource Management Analyst, the Administrative Assistant would carry out the following functions : 

• S/he Provides support to Resource Management Team in processing administrative transactions for Togo’s Office; and ensure that all transactions are made in compliance with the Bank’s policies and procedures and the required documentations are fulfilled before processing the transactions ;
• S/he handles posting of purchase orders, goods receipt, service entry sheets and submits invoices for approval through SAP ;
• S/he scans the invoices for payments to be processed by Chennai Team  ;
• S/he handles routine data entry in the system, including check writing, filing of accounting documents. Acts as petty cash custodian and make sure that the office petty cash guideline is implemented ;
• S/he provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed ;
• S/he takes out from the filing the requested documentation, scans them for the RM team to respond to different requests (Quality Assurance, and/or Scorecard …) ;
• S/he assists the Resource Management Team in secretarial works (typing, formatting correspondences, filing etc.) ;
• S/he Management of Office Supplies: verification/control of stocks; distribution to staff ; 
• S/he assures the tasks of the facility in the coordination of drivers’ pool, monitor fuel and maintenance cost and other equipment ;
• S/he assures the backup of facilities management of office ;
• S/he proactively prepares office and expatriate staff tax exoneration requests and ensures follow-up with different Government offices. Helps new staff relocated in the country obtaining all the mandatory documents to stay in the country in legality ;
• S/he handles all other administrative tasks assigned by the RM Team ;
• Performs other tasks assigned by the Resource Management Officer and also back up for the Accountant.
  

Selection Criteria :

Qualifications :

• 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.

Competencies :

• 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 and workflow change ;
• Demonstrates good organizational skills, and ability to work capably with minimal supervision in a fast-paced and deadline-oriented environment; can identify and resolve routine and non-routine issues. Able to stay organized, calm, and constructive in stressful situations. Able to select task and project delivery process and schedule, can manage multiple tasks within tight deadlines; demonstrates willingness to do what it takes to get a task completed within the agreed schedule. Demonstrates orientation to detail and quality; able to independently conduct quality control of own work (review for accuracy, fulfillment of relevant requirements, etc.)  ;
• Demonstrates knowledge of own unit/department’s programs and products, and how they fit into the mission of the WB; knows key players, understands own role and value added to the team and to the organization. Displays good understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply and implement them with minimal supervision. 
• Demonstrates flexibility and is receptive to the implementation of new solutions. Demonstrates willingness to avail and adapt oneself to effecting change. Demonstrates willingness to undertake tasks that stretch his or her capability ;
• Proactively identifies problems or obstacles in area of assigned responsibility. Considers own behavior in context of WBG’s values and mission. Understands and displays flexibility to adapt to department needs ;
• Displays a positive and professional service-orientation in client interactions. Demonstrates understanding of department’s key programs and/or products and how they are related to the larger organization. Prioritizes requests and/or tasks according to priority and highest impact for clients ;
• Actively collaborates with others in own team and displays an open, helpful attitude toward others. Approaches conflicts as common problems to be solved. Includes others in own work and thinking. Considers the impact of work on WBG ;
• Demonstrates initiative in building and growing own skills. Understands own knowledge and learning gaps. Takes feedback constructively and provides feedback on the work of others ;
• Thinks through problems and articulates the appropriate course of action. Takes action once decisions are made.
  

The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.  Sub-Saharan African nationals, Caribbean nationals, and female candidates are strongly encouraged to apply.

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