Payment Processing Assistant, Support Services at African Development Bank - AfDB

Reference: ADB/17/295
Location: Côte d’Ivoire
Grade: GS7
Position N°: 50000340

The Complex

• The Vice-Presidency, Human Resources and Corporate Services Complex ensures the delivery of efficient, people-centered, client-oriented, corporate services to ensure overall institutional effectiveness in all aspects of the Bank’s corporate services.
• The complex leads efforts to ensure the competitiveness of the Bank as the employer of choice and is responsible for providing leadership in the formulation and implementation of Bank’s strategies on people, IT, general services and institutional procurements, language services, business continuity, and health and safety strategies.

The Hiring Department

• The primary roles of the General Services and Procurement Department are to manage the Bank’s assets, oversee all corporate procurement of goods, services, works and real estate, coordinate all staff travel and transport of Bank’s goods and staff, catering services and other logistics arrangements and the mail services and keep staff informed about services offered.
• To this end the General Services and Procurement Department formulates and applies rules for procurement, storage, and maintenance of furniture, office equipment and supply; design, prepare and implement programmes for the construction or acquisition and maintenance of buildings and premises; formulate and ensure the proper and effective application of administration policies within the Bank in such areas as communications, transport, travels, security, protection and safety of the Bank’s staff and property; and perform related duties.
• The department is responsible for managing the Bank’s fixed assets (valued at over UA 100,000,000).
• The General Services and Procurement Department comprises 3 divisions supervised by the Director General Services and Procurement. These divisions are:
  • Operations and Maintenance Division (CHGS.1);
  • Corporate Procurement Division (CHGS.2); and
  • Support Services Division (CHGS.3).

The Position

• The Payment Processing Assistant will be responsible for preparing and verifying all invoices from Travel Agencies and claims from staff while ensuring adherence to policies and procedures and assist the Division in the provision of an efficient transaction processing services which includes effective controls over all travel transactions to ensure value for money.

Duties and Responsibilities
Under the supervision and guidance of the Division Manager, the Payment Processing Assistant is to:

• Run monthly Travel claims and Division expenditure reports for the attention of Division Manager.
• Ensure timely settlement of invoices while ensuring accuracy of the data entered and timely generation of payment proposals to facilitate prompt payment of all approved documents.
• Follow up on the unsettled invoices to avoid suspension of services.
• Run exception report on weekly basis for payments executed and not appearing on proposals within an agreed upon time-frame, follow-up and make necessary adjustments.
• Prepare and communicate Monthly Reports travel costs and others.
• Follow-up with Agencies and other suppliers to ensure timely submission of claims and invoices
• Reconcile claims from suppliers of other services and Travel Agencies before payment is effected by the Bank.
• Follow up on pending issues based on Monthly Report.
• Prepare necessary accounting entries.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Bachelor's degree or its equivalent in Accountancy.
• Have a minimum of five (5) years of experience in a similar position.
• Having private sector experience will be an added advantage.
• It would be desirable to have working experience in a multilateral financial institution or any other similar institution.
• Having private sector experience will be an added advantage.
• Convey accurate information.
• Show problem solving skills.
• Up-to-date and detailed understanding of current changes and required skills.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other language.
• Proficient in the use of standard MS Office software (Word, Excel, PowerPoint) Practical knowledge of SAP systems will be an advantage.