Resource Management Assistant

Job #: req23140

Organization: World Bank

Sector: Resource Management

Grade: GD

Term Duration: 3 years 0 months

Recruitment Type: Local Recruitment

Location: Santo Domingo,Dominican Republic

Required Language(s): Spanish, English

Preferred Language(s): Closing Date: 7/3/2023 (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 140 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. For more information, visit www.worldbank.org.

Resource Management Assistant, Country Offices (GD) VPU Context

The Budget, Performance Review, and Strategic Planning (BPS) VPU is mandated with overseeing the resource management function of the World Bank, organizing the WB strategic planning and budget process, and coordinating performance review and efficiency efforts. The VPU comprises about 470 staff in both HQ and about 108 Country Offices (CO), Satellite Offices, and Chennai. The Resource Management (RM) function in BPS has the following key accountabilities: strategy and business planning; expense management; performance review and reporting; resource management infrastructure development and maintenance; internal controls and risk management; and resource management capacity building.

BPS has a service delivery model with three core roles: (i) Business Partners (client facing): embedded partners focused on decision support and performance oversight with strong understanding of the client’s business; (ii) Centers of Expertise (CoE): providing thought leadership and analytics, designing business finance policies, practices, and coordinating business finance knowledge management; and (iii) Business Center: managing delivery of high volume and transactional, systems and reporting services across the Bank, including help desk support to clients.

BPS is organized into two Departments under the Vice President: BPS’s Global Practices and Regions (BPSGR) with teams supporting Operational Units; and BPS’s Corporate and Middle Office (BPSCM) with teams supporting Institutional, Governance, and Administrative Units as well as providing Corporate planning, budgeting, knowledge management, systems and reporting services.

Unit and Job Overview

BPS is looking to hire a Resource Management Assistant (RMA) for its BPSEL department, which handles the RM Functions for the Latin America and the Caribbean Region (LCR) VPU. The position is based in Santo Domingo, Dominican Republic, The position will primarily serve the Country Office (CO) based in Santo Domingo, Dominican Republic, which is part of the LC2 Country management Unit (CMU) with its main office in Panama City, Panama, where the Country Director (CD) is based, and offices in Costa Rica, Dominican Republic, Guatemala, Honduras, Nicaragua, and El Salvador, each led by a Country Manager (CM) or Resident Representative (RR). The Dominican Republic CO has around 12 staff.

The selected candidate will be responsible for the accounting, fiduciary, internal controls and some general administrative functions of the Santo Domingo CO, and may cover other COs, as needed. As with all other BPS staff, the incumbent will be expected to be fungible and able to work across different assignments over time, depending on business needs and professional development objectives. This position falls under the supervision of the Senior RM Officer in BPSEL and the general oversight of the Country Manager/Resident Representative in Santo Domingo and BPSEL’s Chief Admin Officer. The incumbent will work with accuracy and attention to detail to meet the country office’s need for timely processing and reporting of the day-to-day RM work program; use working knowledge of Bank procedures to ensure the day-to-day RM work program is completed effectively and efficiently; and collaborate with others in the team and other Bank units to achieve this position’s objectives.

Duties and Accountabilities

Financial Management/Monitoring:

•  Prepares and submit monthly MRSs to the region and WFA.
•  Reviews transactions entered in ePayables.
•  Performs payment runs for travel advances, utilities, petty cash, and other urgent payments.
•  Performs payroll variances report.
•  Prepares and send information to WFA for VAT manual reposting.
•  Interacts with clients both inside and outside the Bank, e.g., staff, consultants, vendors, etc., to effect timely payments and resolve accounting related issues.
•  Liaises with central payment processing/transaction processing units (Chennai/GPP) to resolve routine issues.
•  Performs bank reconciliation and takes corrective actions.
•  Monitors Bank Imprest Accounts and requests reimbursements considering optimal cash levels.
•  Assists the Budget RM with CO expense planning and monitoring.
•  Advises staff on procedures, policies, and best practices.
•  Develops local guidelines and procedures.
•  Communicates and ensures application of Institutional and Corporate rules, guidelines, and policies in the Country Office.
•  Provides training to new ACS staff on SAP.

Financial Control and Fiduciary:

•  Supports internal control frameworks and communicates policies to staff and clients.
•  Periodically runs monitoring reports.
•  Provides requested documentation during quality assurance reviews, internal and external audits.
•  Provides support to the RM-Assistants/RM-Officers for generation of Country Office Guidelines (as appropriate).
•  Takes initiative to increase controls (develops local guidelines, etc.).

Human Resources Management:

•  Advises Task Team Leaders in Short Term Consultants/Temporaries Fee Setting.
•  Helps local STC/STTs with the payment process.
•  Assists with new Staff Onboarding in the CO regarding medical plan CIGNA and local medical plan, opening of payroll bank account in commercial bank, subsidies, and other benefits available to local WB staff.

General Administration:

•  Provides advise on country office procurement of administrative supplies, services ensuring compliance with institutional policies.
•  Handles local purchasing of supplies, equipment, and contracts for services.
•  Manages country office supplies and service contracts to ensure timely renewal and coverage.
•  Supports the smooth operation of country office facilities to ensure adequacy, effectiveness, and no disruptions.
•  Creatively pursues efficiencies/cost reduction in the CO Facilities.

Selection Criteria

•  Minimum Education/Experience: Bachelor’s Degree in Accounting, Business, Finance, or other relevant discipline
•  Minimum Years of Relevant Experience: 1 year of relevant experience
•  Working knowledge of and experience with Resource Management or Finance systems and reports, particularly SAP, BW/AO.
•  Experience in financial modelling (intermediate Excel skills).
•  Demonstrated expertise in handling transactional level financial/accounting works.
•  Demonstrated expertise in financial reporting, budget planning and monitoring, and internal control.
•  Demonstrated competency in people relations.
•  Competence in the use of MS Office software such as (Word, Excel, and PowerPoint).
•  Track record in supporting business decision making through the provision of relevant analytics.
•  Proficiency in RM Assistant competencies (listed below).
•  Language skill: Spanish – Native/Proficiency level.
•  Language skill: English – Proficiency level.

General Competencies

•  Integrity and Independence: Prepares accurate reports, ensuring that pertinent facts are fairly presented, shares information freely.
•  Statutory and other Stakeholder Reporting: Can produce pro-forma financial statements and reports; familiar with disclosure requirements and accompanying notes, and management and auditor’s reports.
•  Internal controls and corporate procedures: Can analyze data and business processes to determine the viability of controls and procedures and identify any issues or areas of risk.
•  Governance: Able to interpret the fundamental resource management requirements of a client’s governing structures and to provide basic budget analysis.
•  Planning and Budgeting: Can produce standard reports and budgets and analyze budget information; understand the entity’s funding structure and sources.
•  Performance Evaluation and Reporting: Able to determine the information needs of users and present information that supports management decision making.
•  Management Information and Tools Design: Able to analyze management information needs, accurately define requirements and ensure the quality of information produced.
•  Financial Strategy: Understands what impacts the strength and integrity of the entity’s income statement and balance sheet, and the Bank’s lending products and basic pricing structures.
•  Tasks and Workflow Management: Has excellent workflow management and task organization skills; able to take responsibility for all aspects of coordination of the workflow of assigned responsibilities.
•  Transactions Processing and Quality Control

Core Competencies

•  Client Orientation: Take 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: Take personal ownership and accountability to meet deadlines and achieve agreed upon results and has the personal organization to do so.
•  Teamwork (Collaboration) and Inclusion: Collaborate with other team members and contribute productively to the team’s work and output, demonstrating respect for different points of view.
•  Knowledge, Learning and Communication: Actively seek knowledge needed to complete assignments and share knowledge with others, communicating and presenting information in a clear and organized manner.
•  Business Judgment and Analytical Decision Making: Analyze facts and data to support sound, logical decisions regarding own and others’ work.

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.