Job #: 122248
Job Title: Resource Management Assistant
Job Family: Resource Management
Job Type: Professional & Technical
Grade: GD
Location: Dushanbe,
Tajikistan
Recruitment Type: Local Hire
Language Requirement: English [Essential]; Russian
[Essential]; Tajik [Desired]
Closing Date: 15-Oct-2012
Regional Context
The Europe and Central Asia (ECA) region comprises 30 extremely diverse countries, with a population of nearly 500 million people. Four are low-income IDA countries, five are transitioning to become IBRD borrowers, while most are middle-income countries, including ten that have joined the EU. Most continue to remain active recipients of knowledge and/or lending services. Country strategies reflect this strong diversity, with strong demand for Bank technical services. The diversity contributes to rich knowledge-sharing and benefits for Tajikistan’s development trajectory.
Following the global financial crisis, ECA was the slowest region to recover. Prospects are highly varied for recovery and sustainable growth. Based on this changing context, the new ECA strategy is focused on developing a new growth model for the region through:
1. Increasing competitiveness to achieve faster growth.
2. Pursuing social sector reforms and fiscal adjustment to achieve more inclusive growth.
3. Supporting climate action to achieve more sustainable growth.
Country Unit Context
The Republic of Tajikistan became a member of the World Bank in 1993. A liaison Bank office was first established in 1996 and then upgraded to a full-fledged Country Office in December 1998.
To date, the World Bank has provided about US$700M in IDA credits, grants and trust funds for agriculture and rural development, energy, health, education, social protection, infrastructure rehabilitation, public financial management, and private and financial sector development. The active portfolio includes 14 IDA projects totaling $236M. In addition, the World Bank actively supports gradual yet significant policy reforms in all sectors.
The Tajikistan Office is part of a five-country Central Asia Country Unit that includes Kazakhstan, Kyrgyz Republic, Turkmenistan and Uzbekistan. The regional hub in Almaty is led by a CU Director who is responsible for the work program in all five country units.
The Tajikistan Country Team is comprised of over 100 managers and staff who contribute to the work program, including operational and knowledge products and fiduciary, resource management and administrative functions.
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 3 year term appointment.
The Europe and Central Asia (ECA) region comprises 30 extremely diverse countries, with a population of nearly 500 million people. Four are low-income IDA countries, five are transitioning to become IBRD borrowers, while most are middle-income countries, including ten that have joined the EU. Most continue to remain active recipients of knowledge and/or lending services. Country strategies reflect this strong diversity, with strong demand for Bank technical services. The diversity contributes to rich knowledge-sharing and benefits for Tajikistan’s development trajectory.
Following the global financial crisis, ECA was the slowest region to recover. Prospects are highly varied for recovery and sustainable growth. Based on this changing context, the new ECA strategy is focused on developing a new growth model for the region through:
1. Increasing competitiveness to achieve faster growth.
2. Pursuing social sector reforms and fiscal adjustment to achieve more inclusive growth.
3. Supporting climate action to achieve more sustainable growth.
Country Unit Context
The Republic of Tajikistan became a member of the World Bank in 1993. A liaison Bank office was first established in 1996 and then upgraded to a full-fledged Country Office in December 1998.
To date, the World Bank has provided about US$700M in IDA credits, grants and trust funds for agriculture and rural development, energy, health, education, social protection, infrastructure rehabilitation, public financial management, and private and financial sector development. The active portfolio includes 14 IDA projects totaling $236M. In addition, the World Bank actively supports gradual yet significant policy reforms in all sectors.
The Tajikistan Office is part of a five-country Central Asia Country Unit that includes Kazakhstan, Kyrgyz Republic, Turkmenistan and Uzbekistan. The regional hub in Almaty is led by a CU Director who is responsible for the work program in all five country units.
The Tajikistan Country Team is comprised of over 100 managers and staff who contribute to the work program, including operational and knowledge products and fiduciary, resource management and administrative functions.
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 3 year term appointment.
Duties and Accountabilities:
Duties and accountabilities
The Resource Management (RM) Assistant will work under the guidance of the RM Analyst, 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. The candidate’s duties will include, but are not limited to:
Financial Accounting, Controls and Reporting:
• Ensure the proper financial management of CO, including supervision of petty cash system, and Imprest accounts, in strict accordance with WB administrative policies and procedures.
• Consistently, accurately, comprehensively perform and coordinate the process of journal entries, account reconciliation, processing internal account receivables/payables; preparation of financial records and the necessary accounting transactions. Prepare regular financial and special reports in a timely manner to eliminate bunching and accrual problems; audit monthly expense reports, preparation of Monthly Submission Report (MSR), resolving discrepancies and errors, and leasing with accounting department as necessary. Properly address the relevant accounting problems to the RM Analyst and the RM Officer in CU. Act as RM Analyst, when required.
• Calculate, prepare and verify payments (by keeping records) such as petty-cash transactions, local consultant fees, international and local travel advances and expenses. Process the administrative transactions into SAP.
• Apply knowledge of Bank policies to check financial activity. Provide guidance on the Bank policies, procedures and practices to local staff and international consultants on relevant issues. Provide training and guidance to junior administrative staff and staff in general services.
• Monitor and control assigned overhead accounts. Operate the chargeback system for billing Bank users for services rendered by the CO. Prepare verification form for payment processing and resolving queries from vendors concerning payments. Make recommendation to the RM Analyst to improve the quality and cost effectiveness of the unit’s work. Compile and analyze performance measurement data at the Unit Level, e.g., Scorecards.
• Develop and update databases regularly to reflect commitments made, vendor payments made, and financial balances in order to provide accurate financial picture for the CO Manager and RM Analyst. Consults with clients both inside and outside the Bank, e.g.staff, consultants, vendors, etc., to effect timely payments and resolve accounting related issues.
• Establish and maintain constructive work relations within the Fiscal Authorities, consult with them on issues related to VAT reimbursement. Monitor and supervise the process of quarterly preparation of all requested documentation related to VAT expenditures for CO and submit them to the Fiscal Authorities for reimbursement. Process the VAT reimbursed amounts in SAP and clear VAT receivable account on a quarterly basis.
• Preparing and verifying free lance interpreters and drivers invoices.
• Monitoring and forecasting cash flow and entering transactions in SAP.
• Monitoring and forecasting HQ Replenishments in both currencies (USD&TJS) and entering Automated Imprest Replenishment Requests.
• Keeping Accounting files (petty cash and bank accounts) in order.
• Screening invoices prior to payment and posting in SAP (VAT invoice, etc..).
• Processing all payments for goods and services in accordance with the WB policy and procedures.
• Preparing payment orders for the bank transfers.
• Solving the matters pertaining to maintenance of bank accounts.
• Reconciling Bank and Petty Cash accounts. To insure surprise petty cash count is conducted by designated staff member on monthly bases.
• Monitoring and ensuring that reimbursements for personal telephone calls and other personal expenses are posted on a timely basis.
• Reviewing and posting of bills from the hotels.
• Monitoring Travel Agency (LLC Universal Service) vendor account.
• Preparing and submitting the claim to the TAX department and following up with them in case of any delays.
• Monitoring and verifying travel expenditures and related payments to staff, consultants, government officials;
• Entering statement of expenses for STCs, etc. in the Travel Module.
• Ensure that CO procurement procedures meet WB standards. Establish and maintain constructive work relations with Bank wide counterparts/clients through day-to-day contact.
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). Providing when necessary, back up support to RMA on HR and Transaction Specialist functions
The Resource Management (RM) Assistant will work under the guidance of the RM Analyst, 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. The candidate’s duties will include, but are not limited to:
Financial Accounting, Controls and Reporting:
• Ensure the proper financial management of CO, including supervision of petty cash system, and Imprest accounts, in strict accordance with WB administrative policies and procedures.
• Consistently, accurately, comprehensively perform and coordinate the process of journal entries, account reconciliation, processing internal account receivables/payables; preparation of financial records and the necessary accounting transactions. Prepare regular financial and special reports in a timely manner to eliminate bunching and accrual problems; audit monthly expense reports, preparation of Monthly Submission Report (MSR), resolving discrepancies and errors, and leasing with accounting department as necessary. Properly address the relevant accounting problems to the RM Analyst and the RM Officer in CU. Act as RM Analyst, when required.
• Calculate, prepare and verify payments (by keeping records) such as petty-cash transactions, local consultant fees, international and local travel advances and expenses. Process the administrative transactions into SAP.
• Apply knowledge of Bank policies to check financial activity. Provide guidance on the Bank policies, procedures and practices to local staff and international consultants on relevant issues. Provide training and guidance to junior administrative staff and staff in general services.
• Monitor and control assigned overhead accounts. Operate the chargeback system for billing Bank users for services rendered by the CO. Prepare verification form for payment processing and resolving queries from vendors concerning payments. Make recommendation to the RM Analyst to improve the quality and cost effectiveness of the unit’s work. Compile and analyze performance measurement data at the Unit Level, e.g., Scorecards.
• Develop and update databases regularly to reflect commitments made, vendor payments made, and financial balances in order to provide accurate financial picture for the CO Manager and RM Analyst. Consults with clients both inside and outside the Bank, e.g.staff, consultants, vendors, etc., to effect timely payments and resolve accounting related issues.
• Establish and maintain constructive work relations within the Fiscal Authorities, consult with them on issues related to VAT reimbursement. Monitor and supervise the process of quarterly preparation of all requested documentation related to VAT expenditures for CO and submit them to the Fiscal Authorities for reimbursement. Process the VAT reimbursed amounts in SAP and clear VAT receivable account on a quarterly basis.
• Preparing and verifying free lance interpreters and drivers invoices.
• Monitoring and forecasting cash flow and entering transactions in SAP.
• Monitoring and forecasting HQ Replenishments in both currencies (USD&TJS) and entering Automated Imprest Replenishment Requests.
• Keeping Accounting files (petty cash and bank accounts) in order.
• Screening invoices prior to payment and posting in SAP (VAT invoice, etc..).
• Processing all payments for goods and services in accordance with the WB policy and procedures.
• Preparing payment orders for the bank transfers.
• Solving the matters pertaining to maintenance of bank accounts.
• Reconciling Bank and Petty Cash accounts. To insure surprise petty cash count is conducted by designated staff member on monthly bases.
• Monitoring and ensuring that reimbursements for personal telephone calls and other personal expenses are posted on a timely basis.
• Reviewing and posting of bills from the hotels.
• Monitoring Travel Agency (LLC Universal Service) vendor account.
• Preparing and submitting the claim to the TAX department and following up with them in case of any delays.
• Monitoring and verifying travel expenditures and related payments to staff, consultants, government officials;
• Entering statement of expenses for STCs, etc. in the Travel Module.
• Ensure that CO procurement procedures meet WB standards. Establish and maintain constructive work relations with Bank wide counterparts/clients through day-to-day contact.
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). Providing when necessary, back up support to RMA on HR and Transaction Specialist functions
Selection Criteria:
Selection Criteria/Competencies
Competencies
• 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 - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
• 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 - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.
• Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others’ work.
OTHER SELECTION CRITERIA
• A relevant Associate degree, e.g., Finance Accounting, Business, Economics. A relevant Bachelor's degree is preferred.
• Minimum 2 years of experience in a relevant field, e.g. Administration, Accounting or Finance.
• Good understanding of Generally Accepted Accounting Principles (GAAP) and COSO Philosophy.
• Demonstrated capacity to handle increasingly complex administrative expense accounting functions.
• Demonstrated ability to research and analyze complex data as well to interpret document and present the results to senior staff.
• Knowledge of the Bank’s accounting systems and/or experience with other accounting systems of comparable complexity and integration.
• 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.
• Strong written and oral communication skills in both English and Russian language.
• Ability to interact effectively within a multicultural work environment and with staff at all levels.
• Demonstrated ability to work effectively as part of a team.
The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.
Competencies
• 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 - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
• 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 - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.
• Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others’ work.
OTHER SELECTION CRITERIA
• A relevant Associate degree, e.g., Finance Accounting, Business, Economics. A relevant Bachelor's degree is preferred.
• Minimum 2 years of experience in a relevant field, e.g. Administration, Accounting or Finance.
• Good understanding of Generally Accepted Accounting Principles (GAAP) and COSO Philosophy.
• Demonstrated capacity to handle increasingly complex administrative expense accounting functions.
• Demonstrated ability to research and analyze complex data as well to interpret document and present the results to senior staff.
• Knowledge of the Bank’s accounting systems and/or experience with other accounting systems of comparable complexity and integration.
• 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.
• Strong written and oral communication skills in both English and Russian language.
• Ability to interact effectively within a multicultural work environment and with staff at all levels.
• Demonstrated ability to work effectively as part of a team.
The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.
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