Administrative Assistant

Administrative Assistant Job #: req34985 Organization: World Bank Sector: Administration/Office Support Grade: GB Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: Kampala,Uganda Required Language(s): English Preferred Language(s): Closing Date: 12/4/2025 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. 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, increasing shared prosperity and promoting sustainable development. 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. Visit www.worldbank.org.
The World Bank Group Country Office in Uganda is seeking to recruit a dynamic and highly organized professional capable of operating effectively in a demanding and culturally diverse environment, to work as an Administrative Assistant (Level GB) on a renewable appointment for an initial three-year period. S/He will be based in Kampala Uganda.  
The successful candidate will work as part of the administrative and Finance team in the country office and will work under the leadership of the Country Manager, and the general day-to-day supervision of the Finance Analyst.
VPU Context: 
The Country Management Unit (CMU) for Africa East Central East Countries 2 (AECE2), includes Kenya, Uganda, Rwanda, and Somalia. The AECE2 CMU Regional Office is in Nairobi, Kenya, but is supported by Country Offices, including the one in Uganda, located in Kampala. 
Country Context: The World Bank program in Uganda is significant comprising of projects and programs financed through credits and grants from the International Development Association (IDA) and Trust Funds (TFs); Knowledge products; and Technical Assistance.
Duties and Responsibilities: 
• Provide primary assistance and support to the Resource Management Team in processing accounting and administrative transactions for the country office; and ensure that all transactions are made in compliance with the Bank’s policies and procedures and the required documentations are in place before processing the transactions.• Responsible for creation of country office purchase orders, Service Entry Sheets and ST contracts in admin portal.• Coordinate with Task Team Leaders (TTLs) and Program/Team Assistant on closure of old PO commitments, clean up and clearance of open GR/IR and accruals.• Handle routine payment related queries from vendors and support the country office Accountant to ensure vendor accounts are reconciled on a regular basis.• Handle routine work including receiving invoices from vendors ensuring compliance with Global Payment Provider (GPP) system requirements.• Follow up on vendor’s bank details as required by the GPP system.• Master the GPP system to assist country office staff, internal & external clients and vendors as appropriate.• Frequent interaction with GPP Team and timely response to the daily reports.• Keep track of payments submitted ensuring payments are well and timely received by the vendors.• Monitor usage of office consumables/supplies and produce monthly reports.• Ensure that office supplies are stored safely and made available to staff when required as per office guidelines.• Handle fuel analysis and mileage monitoring for all office vehicles in collaboration with the office drivers.• Manage the office generator fuel card and coordinate with the facilities assistant and the building manager.• Assist in asset management tasks including physical verification, maintenance, recording, reconciliation, monitor movements and participate in asset disposal activities.• Handle routine data entry, cheque writing, online banking, filing of accounting documents and Resource Management records.• Support the VAT submission process by ensuring that all receipts from Vendors are received in time for VAT claims submission to government.• Handle vendor registration for firms and organizations.• Ensure that service providers’ maintenance contracts are valid and up to date; and that office services are provided and monitored on a regular basis.• Provide appropriate back up to colleagues and perform other tasks assigned with respect to the country office program.• Provide support to staff visiting missions, Consultants on matters related to travel.• Provide support to office staff members, other country offices staff, consultants and visiting missions with all visa related issues.

Selection Criteria

• The suitable candidate should be a holder of a bachelor’s degree in accounting with at least three years of working experience, preferably in a computerized work environment in a large International or Private Sector Organization.
• Demonstrate technical skills working with Microsoft office. 
• Knowledge and experience working with SAP R3 Enterprise will be an added advantage.
• Strong interpersonal skills; commitment to team-oriented work in a multi-cultural environment.
• Good knowledge of the Internal control guidelines, ability to ensure compliance and escalate any potential control risks.
• Proven consistent dedication to excellence and attention to details. 
• Strong problem-solving skills and ability to work with external vendors to provide high level services to the office.
• Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills and ability to handle confidential information.
• Demonstrated ability to follow through on team priorities in the absence of the supervisor and respond to client requests.
• Strong communication skills. Should have a good command of English language both written and oral.
• Ability to pass relevant Bank Group tests in transaction processing.

Required Competences:

• Ability to process accounting and administrative transactions in accordance with accounting/procurement policies and World Bank code of conduct.
• Ability to resolve transactional issues requiring interpretation of policies and procedures and prepare ad hoc analyses based on accounting information stored in various source systems (e.g. SAP).
• A good team player with proven ability to work effectively in a multicultural environment.
• Ability to create, apply and share knowledge.
• Ability to understand the needs of the client and develop the best approach to meet client needs.
• Ability to organize your own work and to complete assigned tasks within agreed timeline.
• Should have good organizational skills, and the ability to work well in a fast-paced, dead-line oriented environment, managing multiple tasks within tight deadlines.
• Business Judgment and Analytical Decision Making - Able to manage information and support retention and disposition of information and records. Ability to search, report, and deliver basic information from various sources and independently respond to basic inquiries.

Note: Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

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.