Secretary/Receptionist - CDFO at African Development Bank - AfDB

The African Development Bank Field Office in Democratic Republic of Congo (CDFO) has been established to strengthen the dialogue between the Bank and the Government, development partners, the private sector, and the civil society, in the design of the Bank’s development policy and programs, as well as on implementation, monitoring and evaluation of the poverty reduction strategy. CDFO also seeks to assist the operational functions of the Bank Group in launching and following up projects and programs in Democratic Republic of Congo with a view to enhancing project management, promote participatory approach, and regional integration.

The African Development Bank invites applications from qualified candidates to fill in the vacant position of Secretary/Receptionist to the Resident Representative, Democratic Republic of Congo Country Office. This is a local position based in Kinshasa, Democratic Republic of Congo, and does not attract international terms and conditions.

Duties and responsibilities

Under the general supervision of the Resident Representative and in collaboration with the Democratic Republic of Congo Office experts, the Secretary/Receptionist  will be required to perform the following duties:

• Make appointments for experts and other staff of the Country office and keep their schedules up to date;
• Receive visitors and attend to them  with tact and discretion;
• Prepare briefing material used by experts for official missions and special meetings;
• Handle protocol-related issues concerning  reception of the visitors of experts and of the  Office;
• Organize experts’ meetings ; assist the Resident Representative’s secretary in coordinating official receptions given by the Resident Representative;
• Participate in staff meetings, take notes and produce reports in the absence of the Resident Representative’s secretary ;
• Draft correspondence on non-substantive issues and ensure its follow-up;
• Manage the experts’ incoming and outgoing mail and the office’s  telephone communication;
• Maintain an appropriate filing system; process experts’ back-to-office reports, ascertain  the  quality of documents requiring the approval and / or signature of experts and other staff members;
• Prepare and finalize draft correspondence (letters, faxes, etc. ...) concerning  various aspects, on behalf of experts, prepare minutes of experts ‘meetings; and
• Perform such other duties as may be required.

Selection Criteria

Including desirable skills, knowledge and experience

• At least a Bachelor's degree in business administration, commerce, administration or a related field, supplemented by training in secretarial functions/administration/office management, for example, a Pitmans qualification, a Brevet de Technicien Supérieur (BTS) in Secretarial skills, Diplôme Universitaire de Technologie (DUT), etc.
• Ideally a minimum of four (4) years of relevant experience on rising  grade levels, attached to an executive’s office,  preferably in an international organization;
• Highly client oriented, able to multi-task, giving attention to detail and able to work with a multidisciplinary team ;
• Confirmed competence in the use of Bank standard software (Word, Excel, Access and PowerPoint). Knowledge of SAP or other ERP systems would be an asset;
• Ability to take initiative; enthusiasm, team spirit, good organizational and interpersonal communication skills.
• Proficiency in written and verbal communication in French and/or English and, with a working knowledge of the other;

NB : This position does not attract international terms and conditions. The post holder will be considered as a local staff and will therefore not have international terms and conditions of employment.