Team Assistant, ECMR.1 at African Development Bank (AfDB)

THE POSITION:

The Team Assistant will oversee the smooth operation of the offices’ support work and related systems by assuming responsibility for the organizational and coordination of work flow as well as reviewing, processing and executing a variety of resource management transactions. He/She will liaise with the Bank Group offices across Africa as well as with various services within the Bank’s headquarters and assure efficient communication and coordination activities.

Duties and responsibilities

Under the overall supervision of the Division Manager, the incumbent will provide administrative support and secretarial services, and carry out the following duties:

1. Devise and maintain efficient office systems;
2. Organize and attend to multiple meetings, appointments, luncheons and events to ensure that responsible management is well prepared;
3. Organize meetings on the basis of the Division Manager’s schedule while preparing relevant documents and the necessary logistics and facilities;
4. Track and follow up on documents, deal with faxes and general correspondence and briefs;
5. Manage the flow of information by receiving, examining, sorting and monitoring the Division’s incoming and outgoing mail, taking into account the priority and urgency of the documents concerned; organize logical filing of this correspondence.;
6. Handle incoming and outgoing telephone-calls;
7. Establish and update the agenda and electronic mail address book; Drafting of mail and documents, in conformity with administrative instructions;
8. Draft memoranda and acknowledgement letters to be submitted, along with their background documents, for the Division Manager’s signature;
9. Prepare minutes of meetings and briefs;
10. Ensure the translation of documents;
11. Prepare and administratively follow-up on the missions of the Division Manager and staff of the Division (airline tickets, visas, hotel reservations, follow-up of per diem payments, transport reservation);
12. Make necessary arrangements for visiting delegations;
13. Provide general administrative support for the Department by liaising with the General Services and Procurement Department (CGSP) in respect of office accommodation, allocation of office furniture, equipment and supplies as allocated in the Department;
14. Request for repair and maintenance works and follow-up to ensure that such works have been satisfactorily carried out;
15. Initiate and prepare various administrative documents and forms, such as staff lists, staff absences (annual leave, home, leave, excused absence and maternity leave) as well as statistical data on staff, as required;
16. Create and process expense reports in SAP;
17. Be conversant with DACON application and procurement rules in regards to the hiring of consultants;
18. Monitor and review expenses and bring issues related to administrative budget to the attention of management;
19. Assist where applicable with the programming of operational activities by using the appropriate software.
20. All other secretarial and administrative duties as required.

Selection Criteria

1. A minimum of a Licence / Bachelor’s Degree  or its equivalent in Business Management, Commerce, Administration or related discipline, preferably supplemented with courses in secretarial duties, training/administration/office management, etc.
2. A minimum of four (4) years of progressively relevant and practical experience, in an executive office (gained with an international organisation).
3. Strong customer service skills,
4. Good organizational, planning skills and ability to multitask,
5. Attention to detail and ability to work with a diverse workforce.
6. Strong typing skills.
7. Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
8. Excellent verbal and written communication skills (attach a sample of own writings) in English or French with a good working knowledge of the other language.
9. Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint and SAP).

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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