Saturday, 16 February 2013

World Bank Resource Management Assistant

Background / General description:
The World Bank, the leading multi-lateral institution in global economic development, is seeking applications for the position of Resource Management Assistant (Accounting). This is a local position based in the Bank's office in Lilongwe, Malawi.

The Resource Management Assistant will be a member of the World Bank's Resource Management team recruited locally.

The incumbent in this position works under the guidance of senior team members, on detailed issues, using accuracy and attention to detail in order to meet the country office's need for timely processing and reporting of day-to-day RM work program. Uses working knowledge of daily Bank procedures to ensure day-to-day RM work program is completed effectively and efficiently, working as needed with others in the team or in other Bank units

The technical affiliation for the Resource Management Assistant is the Resource Management Family and s/he will be mapped to the Africa Region's Resource Management Team (AFTRM). The Manager of AFTRM is responsible for technical and professional development and performance evaluation of the Resource Management Assistant.

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 2 year term appointment.

Duties and Accountabilities:
The Resource Management Assistant will be responsible for:

Financial Accounting:
  • Processes accurately and promptly all accounting transactions, including payroll, operating expenses, procurement, travel, consultant payments, vendor payments, charge backs and other office running expenses. Processes transactions in the Asset Management module for office and residence inventories;
  • Maintains accounts reconciled at any given point in time. Regularly reviews the open item accounts and resolves any outstanding items; keeps relevant documents and invoices systematically to fully support the accounts;
  • Performs bank account reconciliation and reviews cash flow and replenishment needs.
  • Interacts with clients both inside and outside the Bank, e.g., staff, consultants, vendors, etc., to effect timely payments and resolve accounting related issues;
  • Assists in planning and monitoring budget and expenses linked to country office work program;
  • Provides references to Bank financial and administrative policies and procedures in administrative expense related subject areas;
Financial Accounting Controls and Reporting:
  • Maintains consistency in the application of accounting rules and procedures, including safeguarding of cash and checks;
  • Reviews general ledger accounts regularly to ensure accurate positing;
  • Monitors operating expenses and highlights potential issues;
  • Reviews documentation for travel statements of expenses;
  • Periodically reviews exception reports and takes remedial actions (such as missing time, SOE exceptions, above average consultant and vendor expenses, overtime, open purchase orders and commitments, etc.);
  • Ensures compliance with institutional and regional policies and guidelines;
  • Generates a variety of standard and customized financial/accounting reports;
  • Reviews, follows up and resolves issues noted in accounting scorecard and other quality assurance reports issued by Accounting Department;
  • Follows up on audit and COSO recommendations which relate to the accounting function.
General Administration:
  • Handles local purchasing of supplies, equipment and contracts for services;
  • Maintains and updates records and reports on status of inventory and physical assets;
  • Handles a variety of general office administrative matters and other ad hoc duties as required (e.g. travel, security, workshops and conferences etc.)
  • May provide guidance to less experienced staff.
Human Resources:
  • May support recruitment and selection processes;
  • May provide information and assistance on benefits policies and related issues (e.g., financial assistance loans, staff retirement plan, dependency allowance, overtime pay);
  • Processes short-term consultant contracts in accordance with guidelines.
Selection Criteria:
  • Academic Training and Experience: A relevant (two-year) Associate degree (e.g. Finance, Accounting, Business, or Economics). Preference will be given to candidates with a relevant Bachelors or Masters degree. Minimum of 2years experience in a relevant field (e.g. Administration, Accounting or Finance.) Preference will be given to candidates with 3 or more years of experience.
  • Technical Proficiency: Understanding and knowledge of business planning, work programming, budgeting and financial management. Proven strong conceptual, analytical and evaluative skills. Sound knowledge of information management and communications technology.
  • Communication and Team Skills: High level of personal and professional integrity. Strong supervisory skills and ability to function well in a multi-cultural environment. Results-oriented personality with proven problem-solving skills. Strong communication skills with ability to prepare, present, and discuss findings in written and oral form. Effective skills as an interlocutor in handling and facilitating client and inter-unit business relationships. Ability to function effectively in multi-disciplinary teams within a matrix management environment.
  • Language Skills: Proficiency in English is required.
  • Integrity and Independence - Conducts transactions with honesty, integrity, and transparency, and allowing for oversight.
  • Statutory and other Stakeholder Reporting - Understands the components of financial statements and how specific transactions will affect these components.
  • Internal controls and corporate procedures - Aware of guidelines for processing transactions and the relevant internal control components.
  • Planning and Budgeting - Familiar with basic constructs of budgets and work programs. Understands related transactions and their implication on the entity's budget.
  • Performance Evaluation and Reporting - Able to prepare work program and budget reports; undertakes basic validation checks to ensure reporting accuracy.
  • Client Orientation - Able to establish partnership based working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing clients' needs.
  • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
  • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
  • Knowledge, Learning and Communication - Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor and guide, and organize learning activities within area of assigned responsibilities.
  • Business Judgment and Analytical Decision Making - Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work . Able to advice on information usage and storage, and policies in the area of assigned responsibilities.

Closing Date: Wednesday, 20 February 2013

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