Administrative Assistant

Job #:
req29994

Organization:
World Bank

Sector:
General Services

Grade:
GB

Term Duration:
3 years 0 months

Recruitment Type:
Local Recruitment

Location:
Pretoria,South Africa

Required Language(s):
English

Preferred Language(s):

Closing Date:
11/4/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

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. For more information, visit www.worldbank.org.

The World Bank is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced and culturally diverse environment, to work as an Administrative Assistant in the World Bank South Africa based in Pretoria.

Purpose and Scope of the Position
The Administrative Assistant will be based in the Pretoria Country office and will be part of the administrative team. The Administrative team activities include:

- Supporting the Country Management team in administration of the Country Office
- Management of Administrative Procurement contracts and processes.
- Events Management and Visiting Missions.
- Liaising with the Department of International Relations and Cooperation on visa and accreditation requirements.

- Oversee transportation and logistics and ensure use of Bank-owned vehicles in line with World Bank policie
- The Administrative team works closely with the Business Performance Review & Strategic Planning (BPS), Corporate Real Estate (GSDCR), Corporate Security (GSDCS), Health Services Dept HSD, IT, Administration and Client Support (ACS), and Human Resources (HRS) to ensure effective administration of the country office.
- The Administrative Assistant will support the country office under the overall supervision of the Operations Manager, and the day-to-day supervision of the Administrative Officer.

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
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 Power Point 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.

World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.