Administrative Assistant/Transactions Specialist, Dar Es Salaam, Tanzania

Background / General description:

The World Bank Country Office in Tanzania has an opening for an Administrative Assistant (Transaction Specialist) on a renewable appointment for an initial three years period. The Transaction Specialist will work as part of the administrative and resource management staff in the Country Office.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year term appointment.

Duties and Accountabilities:

The Transaction Specialist will work as part of the administrative and resource management staff in the Country Office. Under the general supervision of the Resource Management Officer, the Administration Assistant/Transaction Specialist would carry out the following duties and accountabilities:

• 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 fulfilled before processing the transactions.
• Provide assistance in the processing of the posting of purchase orders, goods receipt, service entry sheets and maintenance of inventory in SAP. Monitor usage of office consumables/supplies and produce monthly reports.
• Assist in asset management tasks including physical verification, maintenance, recording, reconciliation, monitor movements and participate in asset disposal activities.
• Handle routine data entry, including check writing, filing of accounting documents and Resource Management records.
• Compile VAT claims and other statutory requirements for review before submission to government on a monthly basis.
• Handle custody of petty cash and collections.
• Monitor vehicle fuel and maintenance costs and other equipment. Follow up maintenance of office/residences' equipment, motor vehicles and systems by the selected service providers. Ensure that service providers' maintenance contracts are valid and up to date; and that office services are provided and monitored on a regular basis.
• Undertake ad hoc inquiries in standard and non-standard databases, retrieve, manipulate and present accounting and administrative data as needed from time to time.
• 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/Resource Management team members.
• Support the preparation of quarterly budget reports.
• Perform other tasks assigned with respect to the Country Office program.

Selection Criteria:

In addition to the selection criteria below, the successful candidate should demonstrate the following competencies:

• Ability to process accounting and administrative transactions in accordance to accounting/procurement policies and World Bank code of conduct.
• Has ability to acquire/apply working knowledge of basic financial/accounting systems (e.g., SAP & WB systems). Has knowledge of computer applications (such as Microsoft Office applications, Lotus Notes etc.). Has ability to process and maintain routine administrative expense transactions (e.g. procuring goods, requesting STT/STC and ETT/ETC appointments, paying for services rendered, initiating travel, etc.) within the SAP framework in compliance with procurement and accounting policies and, World Bank code of conduct, and ensure the accuracy of charges and subsequent follow up as needed. Has ability to maintain accurate and up-to-date office inventory data, following up on procurement requests and processing invoices for payment. Keeps up-to-date with news regarding changes to policies, procedures, and systems that affect SAP transactions. Works under direct supervision.
• Ability to resolve transactional issues requiring interpretation of policies and procedures.
• In addition to efficient transaction processing experience, s/he needs knowledge of accounting theory and techniques. Can identify and resolve transactional issues as they arise, often requiring interpretation of procedures and processes. Ability to prepare ad hoc analyses based on accounting information stored in various source systems (e.g. SAP).
• Awareness of guidelines for processing transactions and the relevant internal control components.
• Aware of the institutional and corporate guidelines that need to be complied with in processing transactions. Able to identify and understand the internal control components surrounding immediate areas of responsibility. Alerts supervisor to potential areas of concern.
• Can analyze data and business processes to determine the viability of controls and procedures, and identify any issues or areas of risk.
• Able to analyze data and business processes to determine the viability of controls and procedures, ensuring compliance and identifying and communicating to managers any issues or areas of risk.
• Ability to organize own work and to complete assigned tasks within agreed timeline.
• Has the ability to organize own work. Has the ability to complete assigned tasks within agreed timeline. Has the ability to learn and ask for guidance in organizing effective workflow.
• Has good organizational skills, and the ability to work capably in a fast-paced, deadline oriented environment, managing multiple tasks within tight deadlines.
• Has good organizational skills, and the ability to work capably in a fast-paced, deadline oriented and virtual work environment, managing multiple tasks within tight deadlines; stays organized, calm and constructive in stressful situations. Has the ability to select appropriate task/workflow delivery process and prepare schedules for completion. Has the ability to track and monitor requests against service standard turnaround times, handle clients' requests for changes
• Selection criteria:
• The suitable candidate should be a holder of a high school certificate, preferably a college diploma (or higher) or associate degree in accounting or a related discipline with at least three years of working experience, preferably in computerized work environment.
• Strong interpersonal skills; commitment to team-oriented work in a multi-disciplinary matrix management environment.
• 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 problem-solving skills and ability to work with external vendors to provide high level services to the office.
• Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills and ability to handle confidential information
• Demonstrated ability to follow through on team priorities in the absence of the supervisor, and respond to client requests.
• Strong English language skills (verbal and written),
• Ability to pass relevant Bank Group tests in transaction processing.

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