Position title: Team Assistant, AHGC0
Grade: GS7
Position N°: 50000258
Reference: ADB/21/017
Publication date: 29-Jan-2021
Closing date: 28-Feb-2021
Duty station: Abidjan, Côte d’Ivoire
THE POSITION:
The Team Assistant provides secretarial and administrative support to the AHGC Department and its special initiatives, ensuring the day to day functioning of the Front Office, coordinating office management activities and managing the office’s interface with internal and external stakeholders. He/she will also support the preparation of the work programme and budget of the Front Office, follow-up on implementation and organize/coordinate internal and external events and missions of the Front Office.
Duties and responsibilities
Under the supervision of the AHGC Director, the Team Assistant will:
- Act as the first point of contact of the AHGC Front Office and support for internal and external stakeholders.
- Organize, manage and oversee the AHGC Front Office secretariat as well as special initiatives of the Department such as the AFAWA program.
- Perform administrative tasks and functions for the AHGC Front Office such as managing correspondence, processing/filing corporate documents in coordination with the relevant stakeholders.
- Manage the Director engagements including compiling invitations and meeting requests addressed to the Director and ensuring that relevant documentation, such as background information, briefing notes or talking points, are provided on time.
- Coordinate and schedule meetings and necessary arrangements for the Director and other members of the Front Office engagement with key stakeholders within and outside the Bank; Manage and maintain up to date the Director and other members of the Front Office’s calendars;
- Proofread routine documents prepared for the Director’s attention and signature, in consultation with relevant members of the Front Office team.
- Support the preparation, implementation and follow-up of the Department’s work plan and budget.
- Assist in the preparation and follow up of monthly, quarterly and annual corporate reports.
- Prepare and maintain an up to date monitoring system tracking all the documents, reports, memoranda, letters, concept notes and any other documents requiring AHGC Senior Management’s approval and/or clearance on a weekly basis.
- Provide and coordinate administrative support to the AHGC Front Office, including preparation of administrative forms and processing of requests in SAP, such as consultants’ recruitment and payments.
- Prepare and coordinate travel and accommodation arrangements for AHGC Front Office members.
- Ensure smooth relay between the Front Office and other complexes, external stakeholders and work in close collaboration and coordination with team members within the Department. Perform any other related tasks as assigned by the Director.
Selection Criteria
- Hold at least a Bachelor’s degree or an equivalent degree in Business Administration, Human Resources Management, Finance, Economics or other relevant fields, a degree in gender studies and/or social inclusion would be an asset.
- Preferably a minimum of five (5) years of relevant experience in a senior management office in a support function. Working experience in a multilateral development bank and/or in the field of gender equality and women empowerment and/or civil society engagement would be an asset.
- Ability to manage multiple, simultaneous and shifting tasks/demands and produce high quality work within short deadlines.
- Excellent interpersonal skills and ability to work in a diverse and multilateral environment.
- Excellent administrative and typing skills & IT literacy; Ability to analyze and prepare reports.
- Excellent organizational, planning and problem-solving skills with attention to detail.
- High level of discretion, tact and sensitivity in dealing with internal and external stakeholders, and good mastery of protocol usages to observe in multilateral development banks.
- Ability to communicate effectively (written and oral) in English and French. Working knowledge of Spanish or Portuguese is an asset.
- Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint); knowledge of SAP, SRAS and BPPS is desirable.
To apply for this position, you need to be national of one of AfDB member countries.
Applicants who fully meet the Bank's requirements and are considered for interview will be contacted. Only online applications submitted with a comprehensive Curriculum Vitae (CV) and copies of the required degrees will be considered. The President, AfDB, reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer. Female candidates are strongly encouraged to apply.
The African Development Bank Group (AfDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the Bank does not request information on applicants’ bank accounts. The African Development Bank Group declines all responsibility for the fraudulent publications of job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.
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