Careers

Under the guidance and supervision of the Director-General and direct supervisor, the Administrative Assistant provides a wide range of office support, Finance & Administrative services ensuring high quality and accuracy of work. Promotes a client, secretarial work, quality and results-oriented approach in the Division.
The Administrative Assistant works in close collaboration with the administration team in the division, programme and projects, communication, partnership, monitory and planning, innovation and information technology staff in the WGEO-Secretariat and Center to exchange information and ensure consistent service delivery.

Summary of Key Accountabilities

• Implementation of Finance and administrative services and regular secretarial tasks.
• Functioning of internal and external meetings and staff travel are organized efficiently and logistic arrangement.
• Support to effective and efficient functioning of the Administration Division, and office information is properly achieved.
• Support to Finance / Accounting and administrative processes.
• WGEO-Secretariat office cash management, and financial reporting tasks place in a regular manner.
• Support to knowledge building and knowledge sharing.

Key Accountabilities:

• Ensures implementation of Finance and Administrative services and regular secretarial tasks focusing on achievement of the following results:
  • Full compliance of financial processes and financial records with WGEO regulations and rules, policies and strategies.
  • Input to the WGEO-Secretariat office business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
  • Provision of inputs to preparation of administrative team results-oriented work
  • Handling telephone enquiries as appropriate as well as mail and correspondence.
  • Responding to routine requests for information and receiving visitors;
  • Drafting routine correspondence for signature by the supervisor or other team members.
  • Assisting with filing and systematic archiving of documents and information material in hard copies as well as in electronic format;
  • Typing and checking correspondence, reports, statistical tables and other documents for format, spelling and grammar;
  • Taking notes and preparing draft minutes at meetings;
  • Maintaining appointment schedules and contact lists.

• Ensures functioning of internal and external meetings and staff travel are organized efficiently and logistic arrangement focusing on achievement of the following results:
  • Provision of inputs for preparation of internal and external meetings services.
  • Preparing and processing administrative forms relating to the official travel of staff, interviewees, consultants, and resource persons for timely issuance of tickets, visas, travel docs, traveler, daily subsistence allowance, transportation, accommodation arrangements.
  • Maintaining travel records and claims.
  • Assisting in logistical tasks, courier, and shipment.

• Support to effective and efficient functioning of the Administration Division focusing on achievement of the following results:
  • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
  • Translation of simple correspondences, when needed.

• Ensure accounting and administrative support to the Finance focusing on achievement of the following results:
  • Proper control of the supporting documents for payments/ Account payable and financial reports for Activity/projects; preparation of all types of vouchers for projects and on-behalf of Centers and; PO vouchers; Pay Cycle and payment execution.
  • Proper receipting of goods and services and establishment of accruals.
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP system, and other entitlements are duly processed.
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Presentation of information on the status of financial resources as required.
  • Maintenance of the Accounts Receivables for WGEO-Secretariat office, projects and Centers, and recording of deposits in ERP system.
  • Management of cash receipts and petty cash and VAT returns.
  • Maintenance of the proper filing system for finance records and documents.

• Ensures proper WGEO cash management system functioning focusing on achievement of the following results:
  • Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements.
  • Timely identification and recording of receipts for income applications.
  • Daily review of zero-balance account bank statements in ERP system and dashboard to monitor imprest level; identification and recording of contributions.
  • Preparation of monthly WGEO exchange rate report to Administration Manager and office team.
  • Timely and accurate preparation of bank reconciliations.
  • Initiation of bank transfers and deals in ERP system.

• Supports knowledge building and knowledge sharing in the WGEO-Secretariat Office focusing on achievement of the following results:
  • Participation in the trainings for the staff on Finance.
  • Contribution to knowledge networks and communities of practice.

Knowledge / Experience/ Skills:

• Educational Background:
  • University degree equivalent in Finance/ Accounting, in Business administration, international affairs, social science or related discipline.
• Experience:
  • At least 5 years of relevant Finance and Administration experience is required at the national or international level.
• Job-related skills:
  • Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc)
  • Knowledge and experience of spreadsheet, and database packages.
  • Experience in handling of web based management systems, Experience with SAP system and or with ERP financials system, preferably PeopleSoft, desirable.
  • Support to organization of workshops, trainings and other events: undertake logistical administrative and financial arrangements, in consultation with the office, for meetings and workshops.
  • Knowledge of IPSAS (International Public Sector Accounting Standards).
  • Prepares materials for and creates presentations on relevant programme/ project topics and may be required and selects and makes pertinent abstracts and undertakes searches for project related information.
  • Operations, written and oral communication; planning skills, innovative, conceptual and operational thinking on professional, organizational and work flow issues including to interpret, adapt, and propose options for changes to existing guidelines.
  • Capacity to undertake international travel and engage several types of stakeholders.
  • Fluency in English and Arabic is a strong asset.