Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org
Regional Context
The World Bank Group serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle-income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, deep inequalities persist in most LCR countries, with nearly a quarter of the Region's people living in poverty. The Bank's strategy in LCR is focused on five pillars: (a) stimulating growth and improving competitiveness; (b) reducing poverty and inequality; (c) making governments and institutions work for people; (d) providing a platform for tackling global issues (climate change, trade, disease, migration); and (e) reducing risk, whether from extreme weather events, climate change, crime, and violence, or other. During the ongoing COVID-19 crisis, LCR’s strategy is being adjusted to help counties respond to unprecedented health and economic crisis by saving lives; protecting poor and vulnerable people; ensuring sustainable business growth and job creation; and strengthening policies, institutions, and investments. The Bank will support countries in pursuing a green, inclusive, and resilient recovery.
CMU and Country Office Context
The Caribbean Country Management Unit (LC3 CMU) covers 19 countries, with a total population of about 18 million people, ranging from Sint Maarten (40,000) to Haiti (11 million). The CMU and key staff, including the Country Director and Operations Manager, are based in Kingston, Jamaica. Additionally, the CMU has a Country Office (headed by a Country Manager) in Cap Haitien, Haiti, and a Country Office (headed by a Resident Representative) in Guyana. A Caribbean CMU anchor unit represents the CMU in Washington, D.C. and supports the overall work program.
In collaboration with Global Practice Groups, the LC3 CMU supports the development priorities of Caribbean countries through financing (IDA, IBRD, trust fund) and knowledge services and also provides reimbursable advisory services in Overseas Countries and Territories. The active program includes a portfolio of 72 projects with commitments of $2.6bn in IBRD, IDA, and recipient-executed trust fund financing and 49 advisory services and analytics (ASA) products.
The World Bank Haiti Country Office (LCCHT) is a medium-sized office with about 40 staff. LCCHT is part of the Caribbean Country Management Unit (LC3 CMU) and is responsible for overseeing the World Bank’s program in Haiti which, with an active portfolio of $1.3bn in IDA, representing approximately half of the Caribbean Program. LCCHT’s responsibilities include country strategy formulation and implementation, portfolio management, policy dialogue, and country relations. The unit’s goals are to ensure that: (i) the Bank’s program is carried out in a client–responsive manner which is relevant to the development challenges facing Haiti, (ii) the program can be realistically carried out within the unit’s budget parameters while meeting the Bank’s quality standards; and (iii) this program generates the intended development impact. The Haiti Country unit works closely with sector teams in the Bank’s Global Practices to ensure a successful delivery of the Haiti work program.
LCCHT is seeking a Program Assistant (PA) to deliver comprehensive administrative and office support across the unit’s work program. The PA will report to the Country Manager, work closely with in-country office staff, and liaise frequently with colleagues at Headquarters and in Country Offices, as well as external counterparts. The successful candidate will also support the RM/Transactions team in the overall management and administration of the Country Office. Tasks detailed in this TOR may vary according to the support needs and requirements of the CMU activities.
Role & Responsibilities:
The Program Assistant’s duties will include, but are not limited to:
Planning
•Check invoices and bills from vendors and prepare payments for purchase of services and goods;
•Ensure vendors provide remittance information for payments and that this documentation is properly archived by the hiring unit;
•Consult with clients inside and outside the Bank to effect timely payments and resolve accounting related issues under the guidance of the Finance Analyst.
Transacting
•Create ePayables requests for consultants and vendors, within the SAP framework;
•Process e-banking transactions, file accounting documents, and call vendors for data accuracy;
•Follow up on payment issues;
•Communicate with Manager/TTL to gather all required information pertaining to contract creation and ensure requirements are met;
•Enter and process requests for payment to vendors for all contract types;
Controlling
•Adhere to ex-ante and ex-post controls related to travel, consultants and procurement of goods and administrative services, including providing supporting documentation to Auditors as requested;
•Adhere to record retention policies regarding commitment items procured within the office;
•Ensure consistent application of accounting rules, policies, and procedures, including 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 statement of expenses.
•Provide overall administrative support on office matters and assist on requests which are related to administrative and accounting transactions.
Monitoring
•Check status of specific contracts; being able to download and analyze information retrieved from the system;
•Monitor and take immediate action on any rejected payment requests in SAP;
•Check consultant appointment status;
•Check goods and services payment status;
•Maintain an updated spreadsheet of authorized tickets issued to verify travel agency invoices submitted for payment processing;
•Maintain an updated spreadsheet of tickets reimbursements due to the Bank and follow them up with Amex.
Administrative support:
•Asset records integrity (complete, current, properly tagged) and timely completion of required inventory and disposal reports
•Back-up other ACS in routine office functions, as required.
•Perform other tasks as requested by the Supervisor.