WBG: Administrative Assistant

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Job #: req16319
Organization: World Bank
Sector: Administration/Office Support
Grade: GB
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Bujumbura,Burundi
Required Language(s): Engliah/French
Preferred Language(s):
Closing Date: 3/11/2022 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? 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 and promoting shared prosperity. 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.

COUNTRY CONTEXT:

Burundi is a low-income, landlocked country in East Africa where 80% of the population is employed by the agriculture sector. With a population of 11.6 million, of which 50.7% (2018) are women, it is one of the most densely populated countries. A country with high institutional and social fragility, Burundi has experienced a unique economic situation over the last five years, due in particular to the decline in foreign aid since 2015, which has caused both fiscal and balance of payments difficulties. The Burundi Country Partnership Framework (CPF), approved by the World Bank Group's Board of Directors in July 2019, focuses on two priority areas, namely:

(i) strengthening human capital

(ii) strengthening the fundamental foundations for economic and social resilience. With regard to human capital in particular, Burundi has made significant progress in terms of quality and access to education. Since the introduction of free primary education in 2005, the Gross Enrollment Rate (GER) in primary education reached 120.3% in the 2018/2019 school year without significant variation between provinces, gender or wealth.

DUTIES AND ACCOUNTABILITIES:

The Administrative Assistant, mapped to the CMU, will work as part of the Administrative and Resource Management Team in the Burundi Country Office. Under the direct supervision of the Head of the Resource Management Team, the Administrative Assistant would carry out the following functions:

Facilities Management and General Office administration

Work closely with the Head of Resource Management Unit in implementing the scheduled improvements, repair, and maintenance to the offices in Bujumbura. Day to day duties include:

• Responsible for all office facilities, including office buildings, generators, office surroundings and other office equipment. The significant part of the daily work is to make sure that all facilities are functioning properly. That is for example checking on plumbing, electrical, carpentry and structural systems, detecting any faults and taking appropriate action.
• Ensure all facilities-related issues are promptly resolved and follow up with the contractors when an immediate solution is not possible or in case of a force majeure to find quick viable solutions.
• Monitor office generators ‘tank and ensure timely fuel replenishment. .
• Keep regular/ proper record of hours generators have run in a month and produce Generators’ monthly fuel consumption report.
• Manage staff and visiting missions’ electronic keys, ensure that they are returned after the mission/assignment and make sure that the Access Control System is updated regularly
• Ensuring that contractors ’contracts are always in place and valid.
• Ensuring that acceptable services are provided by vendors in charge of office cleaning, gardening, garbage collection, air-conditioners maintenance, equipment maintenance, security, fire & safety equipment maintenance and other services are working as per the respective contract.
• Contacting pre-approved vendors for electrical, plumbing, civil, carpentry and other works for maintenance and repairs, ensuring that works are carried out in good time whenever required and certifying the work done before recommending payment.
• Assist in the preparation and planning of country office organized events which include but not limited to conferences, workshops, and retreats.

Protocol and Relocation Assistance Responsibilities:

Responsible for protocol services and support to international staff relocating to and from Burundi Country Office. Day to day duties will include:

• Providing protocol services whenever we have high level VIP visitors to Burundi, provide meet-greet-assist services at the airport, ensuring airport passes are valid, liaising with Ministry of Foreign Affairs for access to the VIP lounge and facilitation of documents required for the flight.
• Responsible for keeping track of note verbal from Ministry of Foreign Affairs, keeping track of the communication and drafting responses as necessary.
• Responsible for processing of residence visa for IRS and their eligible dependents through the Ministry of Foreign Affairs.
• Link with the Global Mobility Team under HR to provide any Burundi specific information that may be required from time to time.
• Participate in pre-assignment briefing to understand needs for relocating staff.
• Coordinate with the destination services provider in Burundi hired by Global Mobility Unit to ensure effective provision of services to WBG staff relating to house search, school search, familiarization with city facilities such as hospitals, shopping malls, childcare centers, places of worship, recreation centers and other places of interest as requested by relocating staff.
• Responsible for facilitating Bank account opening and acquisition of driver’s license.
• Responsible for facilitation of clearance of IRS personal effects as well as importation of vehicles, ensuring the vehicles are dully registered and registration details updated in the data base.
• Facilitate exit of relocating staff, ensuring that departing staff handover diplomatic ID and vehicles ‘plates which are properties of the Government of the Republic of Burundi.
• Develop and update useful relocation resources e.g., list of electricians, plumbers, and other useful addresses.

Other Administrative Responsibilities

• Act as a Back up to the Receptionist.
• Support the Resource Management Team in processing purchase requisition, Consulting firms’ contracts and purchase orders using Admin Portal, after clearance from the head of the RM unit/APRC and Country Manager’s approval.
• Ensure that goods/ services provided to the office are as per the purchase order and alert the supervisor for any substandard service delivery.
• Keep a proper track of goods and services ordered and ensuring appropriate follow up with vendors to submit their invoices for timely payment processing.
• Prepare required documents for custom clearing of various office supplies, material and equipment ordered by the Country Office overseas and work with the Clearing Agent to ensure that they are delivered to the Country Office.
• Participate in the annual physical assets inventory verification/counting and reconciliation against SAP records.
• Supervision of asset management function to ensure that an accurate list of Bank’s assets is maintained and that assets are tagged and safeguarded.
• Assist the Resource Management Team with the disposal of surplus and obsolete assets.
• Participation in Administrative Procurement review committee and tracking of contract expiry dates for all administrative contracts in the office.
• Custodian of vehicle fuel smart cards: Fuel office and rented vehicles that support various missions.
• Verify vehicles’ logbooks regularly, reconcile fuel coupons against vendor’s report and prepare monthly vehicle fuel consumption report.
• Petty cash custodian: Ensure adequate petty cash management/disbursement.
• Assist the Resource Management Team in secretarial work and any other administrative task.

Selection Criteria

Qualification and Skills Required for the Administrative Assistant:

This is a high-profile position that requires interaction with staff at all levels in the organization. We are looking for a self-motivated, qualified, and experienced staff capable of working with minimal supervision. Ideal candidate should possess the following:

• A degree in Business administration, Commerce, Facilities Management, Logistics or related field with a minimum of 3 years of relevant experience or a suitable combination of education and years of experience.
• Experience in dealing with Burundi Government departments in charge of protocol, immigration and shipping matters for international organizations is an added advantage.
• Previous experience in a nonprofit organization, international organization or a multinational organization is an added advantage.

Core Technical Knowledge & skills

• Technology & systems knowledge – Demonstrate advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc). Has ability and willingness to maintain up-to-date knowledge and skills in technology.
• Project and task management – Exhibit good organization, problem solving & analytical skills. Ability to work competently with minimal supervision. Demonstrate attention to details and ability to manage & satisfactorily complete multiple tasks within agreed schedule.
• Client orientation – Exhibit good communication skills, positive and professional client service attitude, able to understand client needs and complete them professionally
• Learning, knowledge sharing and communication – Good command of English and French languages. Able to learn and share knowledge/information across the unit.
• Drive for results – Able to take personal ownership and accountability to meet deadlines and achieve agreed upon results and demonstrate personal organization to do so.
• Teamwork (Collaboration) and Inclusion – Collaborate with other team members and contribute productively to the team’s work output, demonstrating respect for different points of view.

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.