Administrative Assistant

Job Posting Organization:
The World Bank Group is a prominent global partnership consisting of five institutions dedicated to addressing the most pressing development challenges faced by countries around the world. Established with the mission to end extreme poverty and promote shared prosperity, the organization has grown to include 189 member countries and operates in over 120 offices globally. The World Bank Group provides financial and technical assistance to developing countries, leveraging data, research, and technology to implement innovative solutions. The organization is committed to sustainable development and works closely with both public and private sector partners to invest in transformative projects that aim to improve the quality of life for people in developing nations. The World Bank Group's Country Office in Uganda plays a crucial role in managing significant projects and programs funded through various financial instruments, including credits and grants from the International Development Association (IDA) and Trust Funds (TFs).

Job Overview:
The Administrative Assistant position at the World Bank Group's Country Office in Uganda is designed for a highly organized and dynamic professional who can thrive in a demanding and culturally diverse environment. The successful candidate will be an integral part of the administrative and finance team, working under the guidance of the Country Manager and the day-to-day supervision of the Finance Analyst. This role is pivotal in ensuring that the office operates smoothly and efficiently, providing essential support in processing accounting and administrative transactions. The Administrative Assistant will be responsible for a variety of tasks that contribute to the overall functioning of the office, including managing purchase orders, coordinating with team leaders, handling vendor queries, and ensuring compliance with the Bank's policies and procedures. The position offers an opportunity to engage with various stakeholders and contribute to the World Bank's mission of fostering sustainable development in Uganda.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include but are not limited to: providing primary assistance to the Resource Management Team in processing accounting and administrative transactions; ensuring compliance with the Bank's policies and procedures; creating purchase orders, Service Entry Sheets, and contracts in the administrative portal; coordinating with Task Team Leaders and Program Assistants on the closure of old purchase order commitments; handling routine payment queries from vendors; supporting the country office Accountant in reconciling vendor accounts; managing the receipt of invoices and ensuring compliance with the Global Payment Provider system; mastering the GPP system to assist staff and vendors; tracking payments to ensure timely receipt by vendors; monitoring office consumables and producing monthly reports; managing fuel analysis and mileage monitoring for office vehicles; assisting in asset management tasks; handling data entry, cheque writing, online banking, and filing; supporting the VAT submission process; managing vendor registration; ensuring service providers' maintenance contracts are valid; providing backup support to colleagues; and assisting staff with travel-related matters.

Required Qualifications:
Candidates for the Administrative Assistant position should possess a bachelor's degree in accounting or a related field, along with a minimum of three years of relevant work experience, preferably in a computerized environment within a large international or private sector organization. The ideal candidate will demonstrate strong technical skills in Microsoft Office and have knowledge of SAP R3 Enterprise, which is considered an added advantage. Additionally, candidates should exhibit strong interpersonal skills, a commitment to teamwork in a multicultural setting, and a good understanding of internal control guidelines. Attention to detail, problem-solving abilities, and effective time management skills are essential, as is the capacity to handle confidential information responsibly. Strong communication skills in English, both written and oral, are mandatory, and candidates should be able to pass relevant Bank Group tests in transaction processing.

Educational Background:
The educational background required for the Administrative Assistant position includes a bachelor's degree in accounting or a closely related field. This educational foundation is crucial for understanding the financial and administrative tasks associated with the role, as well as for ensuring compliance with the World Bank's policies and procedures. Candidates with additional certifications or training in accounting or finance may have an advantage in the selection process.

Experience:
The position requires candidates to have at least three years of relevant work experience, ideally in a computerized work environment within a large international or private sector organization. This experience should include exposure to accounting and administrative functions, as well as familiarity with financial systems and processes. Candidates should demonstrate a proven track record of effectively managing multiple tasks and responsibilities in a fast-paced environment, showcasing their ability to adapt and respond to changing priorities.

Languages:
The mandatory language for this position is English, which is essential for effective communication within the organization and with external stakeholders. Proficiency in English, both written and oral, is required to ensure that the candidate can perform their duties effectively. While no additional languages are specified as preferred, knowledge of other languages may be beneficial in a multicultural work environment and could enhance communication with diverse stakeholders.

Additional Notes:
This position is a local recruitment opportunity with a term duration of three years, subject to renewal based on performance and organizational needs. The World Bank Group emphasizes the importance of hiring local talent, and preference will be given to applicants who are authorized to work in Uganda. The role is full-time, and candidates should be prepared to engage in a dynamic work environment that requires a sense of urgency, thoughtful risk-taking, and a commitment to accountability. The World Bank Group offers a comprehensive benefits package, including a retirement plan, medical, life, and disability insurance, as well as paid leave, including parental leave. The organization is dedicated to fostering an inclusive workplace and does not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.