Administrative Assistant
Kampala
- Organization: World Bank Group
- Location: Kampala
- Grade: Administrative support - GB - Administration (Professional and Technical)
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Closing Date: Closed
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. Visit www.worldbank.org.
The World Bank Group Country Office in Uganda is seeking to recruit a dynamic and highly organized professional capable of operating effectively in a demanding and culturally diverse environment, to work as an Administrative Assistant (Level GB) on a renewable appointment for an initial three-year period. S/He will be based in Kampala Uganda.
The successful candidate will work as part of the administrative and Finance team in the country office and will work under the leadership of the Country Manager, and the general day-to-day supervision of the Finance Analyst.
VPU Context:
The Country Management Unit (CMU) for Africa East Central East Countries 2 (AECE2), includes Kenya, Uganda, Rwanda, and Somalia. The AECE2 CMU Regional Office is in Nairobi, Kenya, but is supported by Country Offices, including the one in Uganda, located in Kampala.
Country Context: The World Bank program in Uganda is significant comprising of projects and programs financed through credits and grants from the International Development Association (IDA) and Trust Funds (TFs); Knowledge products; and Technical Assistance.
Duties and Responsibilities:
• Provide primary assistance and support to the Resource Management Team in processing accounting and administrative transactions for the country office; and ensure that all transactions are made in compliance with the Bank’s policies and procedures and the required documentations are in place before processing the transactions.
• Responsible for creation of country office purchase orders, Service Entry Sheets and ST contracts in admin portal.
• Coordinate with Task Team Leaders (TTLs) and Program/Team Assistant on closure of old PO commitments, clean up and clearance of open GR/IR and accruals.
• Handle routine payment related queries from vendors and support the country office Accountant to ensure vendor accounts are reconciled on a regular basis.
• Handle routine work including receiving invoices from vendors ensuring compliance with Global Payment Provider (GPP) system requirements.
• Follow up on vendor’s bank details as required by the GPP system.
• Master the GPP system to assist country office staff, internal & external clients and vendors as appropriate.
• Frequent interaction with GPP Team and timely response to the daily reports.
• Keep track of payments submitted ensuring payments are well and timely received by the vendors.
• Monitor usage of office consumables/supplies and produce monthly reports.
• Ensure that office supplies are stored safely and made available to staff when required as per office guidelines.
• Handle fuel analysis and mileage monitoring for all office vehicles in collaboration with the office drivers.
• Manage the office generator fuel card and coordinate with the facilities assistant and the building manager.
• Assist in asset management tasks including physical verification, maintenance, recording, reconciliation, monitor movements and participate in asset disposal activities.
• Handle routine data entry, cheque writing, online banking, filing of accounting documents and Resource Management records.
• Support the VAT submission process by ensuring that all receipts from Vendors are received in time for VAT claims submission to government.
• 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.
• Provide appropriate back up to colleagues and perform other tasks assigned with respect to the country office program.
• Provide support to staff visiting missions, Consultants on matters related to travel.
• Provide support to office staff members, other country offices staff, consultants and visiting missions with all visa related issues.
This vacancy is now closed.