Secretary/Receptionist at African Development Bank - AfDB

Reference: ADB/17/416/2
Location: Ethiopia
Grade: GS5
Position N°: 50067807

The Complex

• The Bank has reorganized and is developing the Regional Development, Integration and Business Delivery Complex whose major objective is to build regional capabilities and bring responsibility for client activities closer to the regions. Five Regional Development, Integration and Business Delivery Hubs have been created, each run by a Director General: Southern Africa, North Africa, West Africa; East Africa, and Central Africa.
  

The Hiring Department

• Ethiopia Country Office (ETFO) of the African Development Bank has been established to strengthen policy dialogue between the Bank , Governments and other stakeholders; improve performance of the project portfolio and aid coordination with other development partners.

The Position

• The Bank invites applications from suitably qualified candidates to fill in the vacant position of the Secretary/Receptionist. This position is based in Addis-Ababa, Ethiopia and does not attract international terms and conditions.
  

Duties and responsibilities
Under the Supervision of the Resident Representative, the Secretary/Receptionist will:

• 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:

• Hold at least a Bachelor's degree or its equivalent in Business Administration, Commerce, Administration or a related field, supplemented by training in secretarial functions/administration/office management.
• Have a minimum of four (4) years of relevant professional 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;
• Having private sector experience will be an added advantage;
• 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.