Administrative Assistant

World Bank Group

dakar, Senegal

Experience: 3 to 5 Years

Skill Required: HR and Admin

The AWCF1 CMU is managed by a Country Director (CD), assisted by an Operations Manager (OM) and four Practices Leaders (PLs), all based in the World Bank Regional Office in Dakar. The CD coordinates and oversees the AWCF1country offices and an anchor unit in Washington D.C. The Country Manager (CM) for Mauritania, and Resident Representatives (RR) in Cabo Verde , Guinea Bissau and The Gambia,  reside and represent the Bank in the respective country where they lead the Bank dialogue with authorities, manage the day-to-day operations of the program, with the assistance of an Operations Officer, an Executive Assistant, other Country Office staff and the broader Country Team. The Bank team is working closely with the IFC and cooperates with MIGA as well.

Role and Responsibilities:

The staff’s duties include but are not limited to:

  • Provide primary assistance and support to the Resource Management Team in processing accounting and administrative transactions for Chad country office
  • Handle routine data entry, including check writing, filing of accounting documents.
  • Handle custody of petty cash and collections.
  • Monitor vehicle fuel and maintenance costs and other equipment.
  • Handle posting of purchase orders, goods receipt, service entry sheets and maintenance of inventory in SAP.
  • Undertake ad hoc inquiries in standard and non-standard databases, retrieves, manipulates and presents accounting and administrative data.
  • Identify and resolve diverse accounting and administrative transactional issues as they arise, often requiring interpretation of procedures and processes; independently determine appropriate application in consultation with the accounting team members.
  • Retrieve data required for preparation of the Country Management Unit (CMU) monthly report and support the delivery of the report.
  • Maintain up-to-date files (both paper and electronic) and retrieve data from various sources and compile these for use by the CMU.
  • Keep others informed by providing relevant information, reports, or status updates.
  • Support and work collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, across World Bank Group offices
  • Serve as focal point for the new international staff relocating to Senegal to import their belongings, assist them purchasing vehicles and other house furniture
  • Be in close contact with the MOFA to handle the preparation of IRS request for MOFA to obtain “orange cards” delivery or renewal
  • Make requests of tax and customs exemptions and Vehicle Registrations & driver’s license, Custom fees exemption process of imports of personal effects and clearance, request for approval to dispose IRS vehicles leaving Senegal and change of ownership of vehicles
  • Liaise with TTLs, as needed, for the identification of upcoming contract needs and specifications.
  • Create and maintain contracts requests using Epayables and Admin Portal.
  • Communicate with Manager-Director/TTL to gather all required information pertaining to all contract creation and ensure requirements are clear
  • Adhere to ex ante and ex post controls related to various commitment items including travel, the procurement of goods and administrative services
  • Adhere to record retention policies regarding commitment items procured within the unit
  • Check status of specific contracts
  • Monitor e-mail and SAP workflow and take immediate action on any rejected payment requests in SAP
  • Liaise with Appointments (HR), Accounting, GSD as needed to ensure contracts and associated payments are processed quickly and accurately
  • Check goods and services payment status
  • Issue manual Purchase Orders
  • Issue access cards for staff, consultants and others as needed
  • Make sure that office supplies stocks are sufficient and order when needed

Selection Criteria:

  • Bachelor's degree with at least 2-3 year’s working experience in accounting; administration; logistics; business management service, or other relevant fields. 
  • 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 language skills (verbal and written)
  • French Proficiency