Job: Resource Management Assistant

Location: Conakry, Guinea
Deadline: Thursday, 14 November 2013

Background / General description:

General Description

This position in the Resource Management family handles financial accounting, administration and resource management work programs in the Guinea country office. The position addresses the day-to-day fiduciary and work program support activities, and requires sound technical, analytical, systems and writing and communications skills, as well as a thorough working knowledge of Bank operating, fiduciary and administrative processes - especially expense handling of Bank's resources including trust funds.

Job Purpose

The incumbent in this position will work 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. He S/he will use 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.

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:

Summary of major accountabilities at the full working level

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 SOEs;

• 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.)

• Provides guidance to less experienced staff.

Human Resource Management:

• Supports recruitment and selection processes;

• Provides 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.

Work implies frequent interaction with the following:

• Internal: Staff within the Country Office and other RM staff in the VPU and Bank-wide

• External: Consultants, Vendors

Essential Specialized Skills/Knowledge Competencies:

• Ability to research, analyze, and synthesize information, interpret data, retrieve information from SAP or similar integrated systems and clearly and concisely prepare results.

Proficiency: Basic

• Knowledge of basic accounting theory and principles and understanding of COSO philosophy

Proficiency: Basic

• Proficiency in Microsoft Windows applications, namely Excel, Word and Power Point. Demonstrated ability to learn new technology quickly and effectively use it for maximum productivity.

Proficiency: Fully Proficient

• Knowledge of general accounting systems and/or experience with accounting systems with a comparable level of complexity and high degree of integration.

Proficiency: Basic

• Knowledge and application of relevant Bank policies and practices as they relate to financial management (e.g., Administrative Manual, Controls Guide, and Procurement Guidelines, etc.).

Proficiency: Basic (preferable but not necessary)

Selection Criteria:

General Competencies:

• Strong English and French languages communication skills with the ability to prepare, present, and discuss findings in written and oral form.

• Ability to function effectively in multi-disciplinary teams within a matrix management environment;

• Ability to provide guidance to less experienced staff, as needed.

Minimum Education/Experience at recruitment/Selection

• Minimum Education: AA (A relevant Associate degree, e.g., Finance Accounting, Business, Economics)

• Minimum Years of Relevant Experience: 2 years experience in a relevant field, e.g. Administration, Accounting or Finance.

Competencies

• Client Orientation - Demonstrates positive client service attitude; is able to develop good working relationships with internal/external clients.

• 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 - Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.

• Business Judgment and Analytical Decision Making - Demonstrates basic skills in information retrieval and organization, seeks guidance in complex situations.

More Info and Application