Team Assistant, AHHD0 at African Development Bank - AfDB

Grade: GS7

Position N°: 50071228

Reference: ADB/19/23

Duty station: Abidjan, Côte d’Ivoire

THE COMPLEX:

The Vice Presidency for ‘Agriculture, Human, and Social Development’ is a Sector Complex focusing on the Bank’s TYS High 5s priority of “Feed Africa” and “Improve Quality of Life for the People of Africa”. The complex objectives are (i) to develop, policy and strategy; (ii) provide deep sector expertise to the Regions by gathering pool of experienced individuals who can be consulted to provide sector expertise on complex transactions; (iii) develop new financing instruments; (iv) the VP will act as the spoke person to represent the Bank with external stakeholders on aspects of “Feed Africa” and Improve Quality of Life for the People of Africa”.

THE HIRING DEPARTMENT/DIVISION:

The Human Capital, Youth and Skills Development Department spearheads the Bank wide Jobs for Youth in Africa Strategy implementation coordination as well as the achievement of the High 5s on “Improving the Quality of Life of People in Africa” and contributes to the other High 5s. The Department supports scaling-up of Bank’s support to strengthening Jobs for Youth Flagship coordination, education, skills, employment, health systems and nutrition, for industrialization and economic transformation.

The Department leads the Bank’s support to Africa’s economic transformation by: (i) developing and promoting the adoption of relevant policies and strategies; (ii) providing deep multi-sector expertise to the regional hubs by gathering pool of experienced individuals who can be consulted to provide technical advice on complex transactions (Communities of Practice); (iii) developing new financing instruments; and,  (iv) fostering strategic partnerships to leverage resources into the human and social development sectors.

THE POSITION:

The Administrative Assistant will be responsible for maintaining the liaison with other organizational units in respect of activities related to administrative, linguistic and logistic support; follow up requests for information from other departments as well as disseminating information relevant to the department. He also deals with service providers outside the Bank and ensures efficient communication and coordination of activities within the Human Capital, Youth and Skills Development department.

Duties and responsibilities

Under the general supervision of the Director Human Capital, Youth and Skills Development, the Administrative Assistant should carry out the following duties:

1. Workflow Management:

Devise and maintain office systems to deal efficiently with paper flow; organize and store paperwork, documents and computer-based information; These include the management of the filing and retrieval system
Track and follow up on documents: deal with incoming email, faxes, post and correspondence;
Distribute Papers from the Director’s office and maintain a follow up system as required.

2. Meetings:

• documents, briefing papers, reports, spreadsheets and presentations.
• Acts as secretary at meetings. Drafts the minutes of the meetings; establishes a reporting system on all decisions taken during the meetings for follow up of implementation of outstanding decisions.
• Processes the schedule of inter departmental meetings within the Bank, consultation and bi lateral meetings with between Bank and other partners.
• the request to incur representation expenses; follow up of actions to be taken by concerned services.
• Represents the department at Finance/Budget meetings related to carry over budget meetings with FIFC, CHGS and budget departments and disseminates information on any guidelines, instructions, communicated during the meetings

3. Administration, Budget and Finance:

• Assists in and advises the Director and Managers on a variety of administrative and personnel matters;
• Establishes stock control system for the management of office supplies and other bank properties (Personal computers, printers, faxes ...); centralizes requests for office supplies submitted by staff within the department and makes provisions in order to ensure distribution of the required items.
• Advises on the allocation of support staff to meet priorities, workload and timeliness; participates in recruitment of temporary local staff by reviewing candidatures; pre-selecting candidates, and participating in interview panel, providing reports for decision making, drafting terms of reference and follow-up of their recruitment.
• Negotiates with CHGS allocation of appropriate office space for the Unit.
• Contributes to preparation of budget of department as as Mid-year budget review
• Arrange travel, visa and accommodation for staff going on missions.
• Initiate and prepare various administrative documents and forms, such as staff list, Staff missions, training programs, staff absence (annual leave, home leave, excused absence and maternity leave) as well as statistical data when required on staff.
• Manage create process reports in SAP.

4. Reporting and Correspondence:

• the department's reports and the reporting on level of work executed.
• correspondence that requires research and/or discussion on administrative and technical matters
• Liaise with professional staff in the Division to obtain information for special and ongoing projects.

5. Secretarial Duties:

• Ensure maintenance of sufficient stocks of stationery and other basic office requisites.
• Track and follow-up on documents, deal with incoming emails, faxes and general mails.
• Handle internal and general public enquiries; screen telephone calls and requests, and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and make appointments.
• Maintain confidential records and filing of report s, correspondence and related material for ease of referral.;
• Source and documents for research purposes and ascertain d techniques required to projects.

Selection Criteria

• A minimum of a Bachelor’s Degree, in Business Management, Commerce, Administration or related discipline, preferably supplemented with courses in secretarial training/administration/office management (BTS or DUT).
• Preferably a minimum of five (5) years of progressively relevant and practical experience, in an executive office preferably in an international organization.
• Excellent organizational, and communication skills.
• Able to work under pressure in the dynamic setting of an international and multicultural setting.
• Handling speedily and efficiently internal and external requests.
• Ability to work and cooperate with others from diverse background
• Knowledge of secretarial skills and duties
• Knowledge of administration duties
• Excellent written and verbal communications in English or French, with a working knowledge of the other language.
• Competence in the use of standard Microsoft software (Word, Excel, Access, PowerPoint)