Administrative Assistant needed at World Bank Group

Duties and Accountabilities

Office Administration

• Provide administrative support for major high-level events/activities, and maintain database of critical information (e.g. hotels, transportation, health, security, facilitators, etc.
• Administrative procurement, including supporting activities of the Administrative Procurement Committee APRC with drafting contracts for various vendor of goods and services and creating Administrative PO’s,
• Participate in quarterly business review meetings with vendors by drafting minutes and schedule meetings. Maintain log of vendor service issues from internal clients and follow up through to timely resolution and settlement.
• Regular review of vehicle log sheet and records pertaining to the administration and use of Country Office vehicle such as monitoring vehicle fuel and maintenance costs.
• Identify and resolve diverse administrative issues as they arise, which often require interpretation of existing procedures and processes and independently determine appropriate applications and/ or in consultation with the appropriate team members.
• Archive documents as per WBG policies and procedures, including disposal / incineration

VAT Claims Processing

• Monthly compilation of VAT claims and returns to the South African Revenue Service (SARS) in respect of invoices and transactions paid in local currency by the World Bank including for new vehicles bought locally by staff who enjoy diplomatic accreditation.
• Ensure that the invoices comply with all the requirements for VAT claims (original tax invoice and proof of payment) and work in close collaboration the Finance Analyst to reconcile against SAP records.
• Provide regular follow-ups on VAT refunds via the e-Filing system and ensure that claims are processed and refunded within the stipulated period.
• Submit monthly update to the Finance Officer on the status of VAT Claims submitted versus the monies refunded.

Asset Management

• In collaboration with the Resource Management (RM) Team, participate in the annual physical assets inventory verification/counting and reconciliation against SAP records.
• Support asset management function to ensure that an accurate list of Bank’s assets is maintained and that assets are tagged and safeguarded, and ensure asset recording, maintenance and retiring of World Bank Group Assets.
• Assist the Administration Team with the disposal of surplus and obsolete assets.

Office Facilities

• Oversee effective implementation of the day-to-day operations of the administrative services for the office, including facilitating office allocation and moves, and ensuring supply of office newspapers, drinking water and coffee and tea services.
• Monitor outsourced activities, in particular cleaning of the office and supervise office aesthetics and greenery efforts in order to ensure comfort of staff and visitors at the workplace premises.
• Plan and execute routine maintenance inspections and liaise with landlord and external contractors on the maintenance of office equipment e.g. aircons, electrical, plumbing, structural issues, fire alarm system, and general building maintenance.
• Manage distribution and return of security cards to visiting missions for entrance and exit to the Country Office.
• Liaise with Security team to ensure that established procedures for all fire, life safety and security programs are followed for periodic inspections and staff emergency drills.

Selection Criteria

• Preferably National Diploma in either Business Administration, Facilities Management, Accounting or equivalent combination of relevant experience and education.
• Monthly compilation of VAT claims and returns to the South African Revenue Service (SARS) in respect to transactions entitled to claims.
• Ensure that the invoices comply with all the requirements for VAT claims (original tax invoice and proof of payment) and work in close collaboration the Finance Analyst to reconcile against SAP records.
• Provide regular follow-ups on VAT refunds via the e-Filing system and ensure that claims are processed and refunded within the stipulated period.
• Submit monthly update to the Finance Officer on the status of VAT Claims submitted versus the monies refunded.
• Oversee effective implementation of the day-to-day operations of the administrative services for the office, including facilitating office allocation and moves, and ensuring supply of office newspapers, drinking water and coffee and tea services.
• Monitor outsourced activities, in particular cleaning of the office and supervise office aesthetics and greenery efforts in order to ensure comfort of staff and visitors at the workplace premises.
• Plan and execute routine maintenance inspections and liaise with landlord and external contractors on the maintenance of office equipment e.g. aircons, electrical, plumbing, structural issues, fire alarm system, and general building maintenance.
• Manage distribution and return of security cards to visiting missions for entrance and exit to the Country Office.
• Liaise with Security team to ensure that established procedures for all fire, life safety and security programs are followed for periodic inspections and staff emergency drills.
• Three (3) years relevant work experience in a large organization or multinational corporation.
• Ability to acquire/apply working knowledge of basic financial/ accounting systems including general software applications such as SAP, Lotus Notes, Word, Excel, and PowerPoint to enhance efficiency.
• Proficient to effectively communicate in English (verbal and written).Display understanding of World Bank policies and procedures relevant to the area of assigned responsibilities and can apply/ implement them.
• Ability to manage various tasks, deal with rapidly shifting priorities, provide support to staff and deliver against competing timelines.
• Capacity to work simultaneously, effectively and efficiently on a variety of diverse issues and tasks, independently adjusting priorities and achieving results with agreed objectives and deadlines.
• Capacity to deal sensitively in multi-cultural environment and build effective working relations with clients and colleagues at all levels.
• Committed team player with demonstrated ability to effectively work in a collaborative fashion across organizational boundaries.
• Travel is expected and mobility is required.