Archivist at African Development Bank - AfDB

Reference: ADB/17/283
Location: Côte d’Ivoire
Grade: GS 5
Position N°: 50093787

The Complex

• The President, plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Fund.
• The President supervises several Departments and Units including Office of the President; Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Unit; Secretariat to the Sanctions Appeals Board; Administrative Tribunal; Office of the Auditor General; Group Risk Management Directorate; General Counsel and Legal Services Department; Communication and External Relations Department; Staff Integrity and Ethics Office and Office of the Secretary General & General Secretariat.

The Hiring Department

• The Administrative Tribunal, established in the context of the reform of the governance structures of the African Development Bank is an independent body whose function is to render final judicial decisions on cases brought by staff members against the Bank concerning their terms and conditions of employment. The Tribunal’s decisions are binding on the Bank.
• The Administrative Tribunal is a statutory organ of the Bank established in 1998 by Resolution of Board of Directors dated 16 July 1997. It came into force on 1 January 1998.
• The mandate of the Tribunal is to hear and pass judgment upon any application by a member of staff of the Bank contesting an administrative decision for non-observance of the contracts of employment or the terms of appointment.
• The Board of Directors may also seek an advisory opinion of the Tribunal on any question of law concerning the general administration of the Bank.
• In addition, the Tribunal is an integral part of the Bank’s internal recourse mechanisms except that it is also the only organ among the mechanisms that renders final and binding decisions.
• From the foregoing, the two dominant objectives of the Administrative Tribunal are: Formal Conflict Resolution and Tribunal’s client management.

The Position

• The Archivist assists the Executive Secretary and the Unit’s team on a number of administrative tasks and provides support related to the improved functioning and delivery of the Unit’s work.
• Due to increasing work load pressures and the volume of coordination handled by the Unit, the need for this incumbent has become evident to clear a large backlog and to contribute to the smooth running of the Unit.

Duties and Responsibilities
Under the supervision and guidance of the Executive Secretary, the Archivist will:

• Monitor the Unit’s archive and library and ensure archiving and classification of Tribunal’s files.
• Maintain the system of archiving accessible.
• Ensure effective management of archive space.
• Manage the flow of mail, receiving and recording all correspondence in/out and verifying the attachments and the basic documents.
• Sort mail by priority and importance to the urgent attention of the Head of Unit.
• Ensure the distribution and monitoring of documents within the required deadlines.
• Ensure transmission of documents and submissions for translation, with a high degree of discretion and confidentiality that is an essential feature of Tribunal’s work.
• Undertake relevant printing, reproduction and scanning work and ensure proper distribution of the files.
• Participate in the coverage of sessions, meetings, seminars and conferences.
• Provide participants with documents.
• Share information between the Executive Secretary and staff.
• Receive external visitors, staff of the Bank and answer calls.
• Assist staff in performing administrative tasks;
• Assist with travel formalities (Visa & Accommodation).
• Provide general support to the Unit.
• Manage and control office supplies.
• Perform any other duties as may be requested by the Executive Secretary.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Bachelor's degree or its equivalent in relevant discipline.
• Have a minimum of three (3) years of progressively relevant and practical experience, in an executive office preferably in an international organization.
• Having private sector experience will be an added advantage.
• High degree of personal integrity and great sense of discretion.
• Strong customer service skills, good organizational skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
• Operational Effectiveness: Has the technical knowledge to do the job at a high level of accomplishment. Understands the team approach and ensures timely completion of tasks. Stays updated on changes to processes and procedures. Provides accurate information to enable others to do their jobs.
• Problem solving: Provides individuals with information so they can make accurate decisions. Is timely with information to contribute to problem identification and resolution. Checks with more senior staff before making small adjustments to processes. Offers ideas for process innovation within a specific function
• Team Working & Relationship Management: Works well with others and actively participates. Easily gains trust and support of peers.
• Proficient in the use of standard MS Office software (Word, Excel, PowerPoint) Practical knowledge of SAP systems will be an advantage.
• Ability to communicate effectively (written and oral) in English or French preferably with a good working knowledge of the other language.