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The Administrative assistant reports to the resource Management Analyst (RMA) and works closely with the Resources Management Team in the day to day office management.
The successful candidate is expected to work independently, and will be assigned responsibilities requiring in depth knowledge of the institution and the country office procedures.
Duties & Accountabilities
• S/he Provides support to Resource Management Team in processing administrative transactions for Chad 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.
• S/he assists the Resource Management Team in secretarial works (typing, formatting correspondences, filing etc.). Draft administrative letters to the attention of the RMA for review.
• S/he proactively prepares office and expatriate staff tax exemptions requests and ensures follow-up with Government offices. Helps new staff relocating in obtaining all the mandatory documents to stay / leave in the country in legality.
• S/he handles CO outgoing pouch.
• S/he maintains an excel sheet for monthly freight and communication chargebacks.
• S/he will be the Focal point for tax exemption requests – Prepare the requests and do a follow up. Report in case of some difficulties.
• S/he will do a follow up of the following office key documents and handle their renewal: Vehicles insurance, Vehicles technical visit….
• S/he manages the archives and oversee storage areas. Manages stationary, cleaning supplies, water to avoid shortage.
• S/he handles manual purchase orders and submit for manager approval.
• S/he receives all invoices and checks their completeness and correctness.
• S/he scans all the received invoices and send them to the RMA for review before payment.
• S/he handles routine data entry in the system, including PO requests in Admin Portal for administrative purchases, create group TR for RM team, filing of accounting documents. Acts as petty cash custodian and make sure that the office petty cash guideline is implemented.
• S/he provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
• S/he takes out from the filing the requested documentation, scans them for the RM team to respond to different requests (Quality Assurance, and/or Scorecard …).
• S/he supervises CO cleaning team, follows up minor repairs, support GCS project Manager, ensures annual physical assets count, ensure CO vehicles are properly managed and regularly maintained by keeping an up to date logbook of vehicles’ running costs.
• S/he supervises CO equipment and materials repairs and maintenance and keeps up to date CO contracts monitoring sheet ensuring all contract are renewed promptly before their expiration.
• S/he will be the Focal point for travel arrangement for non-bank staff and whose travel are not related to any specific GP.
• S/he will be responsible for CO general office supplies
• S/he handles all other administrative tasks assigned by the management.
Selection Criteria
• Minimum bachelor’s degree in management, accounting or equivalent with 3 years’ relevant experience
• Previous experience with a multilateral/bilateral organization is an advantage
• Strong client focus, responsive, proactive, solution-oriented
• Ability to listen to, assess and appropriately respond to needs conveyed by client
• Enjoys helping others, adaptable and flexible
• Proven ability to work both independently and in a team environment, in a flexible and self-motivated manner
• Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight deadlines.
• Strong French and English language skills (verbal and written).
