Team Assistant, World Bank: Paraguay
August 16, 2010 in Jobs by International Development Jobs
Job Title Team Assistant
Job Family Administration
Location Asuncion, Paraguay
Appointment Local Hire
Job Posted 06-Jul-2010
Closing Date 19-Aug-2010
Language Requirements English [Essential]; Spanish [Essential]
Duties and Accountabilities:
The incumbent will split his/her time as follows: (i) about 75% performing Transaction Processor and administrative functions, and (ii) about 25% providing ACS support to the office.
1. Transaction Processor/Administration role:
The transaction processor (TP) is responsible for processing commitments and payments related to hiring short-term staff and procuring goods and services. In addition, since the Resource Management (RM) function for the Paraguay office will be managed from Buenos Aires, the TP in Asuncion is the focal contact point on financial matters with the RM Analyst in Buenos Aires.
The functions and responsibilities of the country office TP include:
Planning
• Liaise with the RM staff for information on cost object master data accuracy, budget availability and trust fund restrictions
• Monitor contracts in context of unit budget
• Liaise with TTLs for the identification of upcoming contract needs and specifications
• Ensure vendors provide remittance (bank account) information for payments in a written format and that this documentation is properly archived by the hiring unit
• Assist in performing bank account reconciliation, reviewing cash flow and replenishment needs, and following up with bank on receipt of replenishment funds.
• Check invoices and bills from vendors and prepare payments for purchase of services and goods.
• Act as back-up to the TP in Buenos Aires as necessary
• 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 within the SAP framework
• As travel specialist, enter trip requests and trip cost statements for consultants
• Enter consultant requests and service entry sheets (SESs)
• Communicate with Manager/TTL to gather all required information pertaining to contract creation and ensure requirements are met
• Request goods (via SAP and GSD) and services (via SAP and eServices)
• Provide assistance in collecting and entering data for procurement (form 384) in SAP
• Enter and process requests for payment to vendors for all contract types
• Prepare routine payments, such as writing checks, calling vendors
• Follow up on payment issues, such as non-cashed checks.
• Use the ISG Kiosk to order IT/Communications services as necessary
• Post and reconcile petty cash transactions.
Controlling
• Adhere to ex-ante and ex-post controls related to various commitment items including travel, STC/STT contracts, ETC/ETT contracts, and the procurement of goods and administrative services
• Adhere to record retention policies regarding commitment items procured within the unit
• Ensure consistent application of accounting and regional rules, policies, and procedures, including safeguarding of cash and checks and obtaining approvals for every transaction
• Handle filing of administrative records; keep relevant documents and invoices systematically to fully support the bank accounts
• Review documentation for travel SOEs
• Review exception reports and take remedial actions (such as SOE exceptions, above-average consultant and vendor expenses, overtime, open purchase orders )
• Generate a variety of standard and customized financial/accounting reports
• Follow up on issues noted in Accounting Scorecard and other quality assurance reports issued by Accounting Department
• Follow up on audit recommendations which relate to the accounting function
Monitoring
• Check status of specific contracts
• Flag and troubleshoot project specific discrepancies and problems identified by RM staff
• Monitor e-mail and SAP workflow and take immediate action on any rejected payment requests in SAP
• Check consultant appointment status
• Liaise with HR, Accounting, and GSD as needed to ensure contracts and associated payments are processed quickly and accurately
• Check goods and services payment status
• Consult with clients both inside and outside the Bank, e.g. staff, consultants, vendors, to ensure timely payments and resolve processing delays.
Human Resources
• Process short-term consultant contracts in accordance with guidelines
• Prepare Letters of Appointment for STCs, STTs, ETCs, ETTs, and local staff
• May provide information and assistance on benefits policies and related issues
• Assist management as necessary in administrative tasks involved in recruiting/hiring of new staff Administration
• Focal point of contact for the office with local consultants, vendors and providers
• Coordinate procurement of goods and services, including obtaining quotations, liaising with GSD and the RM in Buenos Aires
• Facilities Coordinator for the office
• IT Coordinator for the office
• Security Champion for the office
2. ACS assistance to the office
(A) General office support
• Provide overall ACS support to the office
• Assist in the preparation and logistical planning for various events, e.g. conferences, workshops and seminars.
• Coordinate VCs with HQ and clients and keeps record of VC schedules including costs and charging codes.
• Assist in developing and updating data bases that serve office team work.
• Perform duties as required and assigned by the Executive Assistant.
(B) Back up to Executive Assistant
• Provide general secretarial support to Country Manager.
• In EA’s absence performs duties as needed to ensure office operations.
Selection Criteria:
As a Team Assistant the candidate will undertake tasks/projects with supervision as needed, deliver quality products and work proactively with other team members to achieve unit’s goals. Education, work experience and skills required:
• High School Diploma, secretarial education or equivalent and five years of relevant work experience.
• Good oral and written command of Spanish and English languages.
• Very good communication and interpersonal skills.
• Time management and organizational skills.
• Ability to work with financial data, interpret policies and procedures, understand the controls framework.
• Great attention to detail, thorough, and analytical.
• Strong computer skills (Word, Excel, Power Point, Access, SAP) and ability to retrieve and organize data.
• Client oriented and able to develop good work relationships with internal and external clients.
• Ability to anticipate needs and take initiative.
• Ability to adapt to changing business needs, to produce high-quality work under pressure and manage multiple tasks under stressful circumstances.
• Ability to manage multiple tasks.
• Ability to exercise good judgment in handling confidential and sensitive information.
• Committed team player with demonstrated inter-personal skills and ability to work effectively in a multi-cultural environment.
For more info, visit: http://extjobs.worldbank.org/external/default/main?pagePK=64273552&piPK=64778863&theSitePK=1058433&JobNo=101465&order=descending&sortBy=job-req-num&location=ALL&menuPK=64778838