Administrative Assistant at African Development Bank - AfDB

Grade: GS7
Location: Côte d’Ivoire
Position N°: 50000640
Reference: ADB/17/473
 
The Complex

• The Presidency complex, 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 ADB and the ADF.
• The President supervises several Departments and Units including Office of the President (PRST0); Independent Development Evaluation Department (BDEV); Integrity and Anti-Corruption Department (PIAC); Compliance Review and Mediation Unit (BCRM); Secretariat to the Sanctions Appeals Board (BSAB); Administrative Tribunal (BATR); Office of the Auditor General (PAGL); Group Risk Management Directorate (PGRM);  General Counsel and Legal Services Department (PGCL); Communication and External Relations Department (PCER); Staff Integrity and Ethics Office (PETH) and Office of the Secretary General & General Secretariat (PSEG).

The Hiring Department/Division

• The role of the General Counsel and Legal Services Department (PGCL) is to deliver legal advice and services to the statutory organs of the Bank group: Boards of the Bank Group (the Bank), to Senior Management, to Directorate General Hubs and more generally to the whole Bank.
• PGCL’s role is also to protect the interest of the Bank from legal liability and, as necessary, to provide legal defense in cases filed against or brought by the Bank.

The Position

• Under the supervision of the General Counsel, the level of responsibility associated with the position as Administrative Assistant requires the job holder to work independently, and with a high degree of diplomacy and sensitivity for confidential issues. The nature of the work might require occasional overtime work and availability after normal working hours.
• The main objectives of the position are to provide a wide range of assistance to the organizational team for the implementation of its work program, including workflow management, office administration, resources management and Analytical Work.

Duties and Responsibilities
Under the overall supervision of  the General Counsel, the Administrative Assistant will perform the following:
Workflow Management:

• Devise and maintain efficient office systems.
• Track and follow-up on documents, draft letters and memoranda, monitor incoming emails, deal with faxes and general correspondence and briefs.
• Ensure secure filing of sensitive and confidential information.

Office Administration:

• Organize and attend to multiple meetings, appointments, luncheons and events to ensure that responsible management is well prepared.
• Arrange travel, visa and accommodation; travel for the staff of the office of PGCL. Arrange logistics for visiting delegations, including consultants.
• Handle internal and general public enquiries; screen telephone calls from within the bank and from external collaborators, and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and to make and follow-up on appointments.
• Provide assistance to staff members reporting directly to the supervisor, in addition to providing assistance to their direct reports.
• Provide general administrative support for the Department by liaising with General Services Department (CHGS) in respect of office accommodation, allocation of office furniture, equipment and supplies as allocated to the Department. Request for repair and maintenance works and follow-up to ensure that such works have been satisfactorily carried out.
• Initiate and prepare various administrative documents and forms, such as staff lists, staff absences (annual leave, home leave, excuses absence, and maternity leave), as well as statistical data on staff, as required.

Resource Management:

• Manage systems; create and process expense reports in SAP
• Be conversant with DACON applications and procurement rules in regard to hiring of consultants.
• Manage payment of consultants and Law Firms in SAP and follow up of payment;
• Assist in the preparation of the annual budget by providing inputs on activities handled;
• Participate in the monitoring and update data on Work program and Key Performance Indicators;
• Assist in the recruitment of STS and the replacement of secretaries in PGCL.

Analytical Work:

• Produce documents, briefing papers, reports, spreadsheets and presentations.
• Take notes at meetings, write letters, and prepare minutes as requested.
• Assist where applicable with the programming of operational activities by using the appropriate software.

Problem Solving:

• Respond to inquiries; liaise with clients and other staff; coordinate with other members of staff.
• Carry out background research in field of competence and present in a logical manner.
• Perform any other duties reasonably requested by the General Counsel and Team.

Selection Criteria
Including Desirable Skills, Knowledge and Experience

• Hold at least a Bachelor's Degree in Business Management, Commerce, Communication, Administration or related discipline.
• Have a minimum of five (05) years of relevant professional experience working in a senior executive office, preferably in a Multilateral Development Banks.
• Good planning skills.
• Strong customer service skills, good organizational skills, ability to multitask, attention to details and ability to work with a diverse workforce.
• Demonstrated team building and inter-personal relationship
• Ability to manage multiple, simultaneous and shifting demands, priorities and tight deadlines
• Good typing skills and highly desirable with excellent levels of initiative, enthusiasm, team spirit and organizational and interpersonal skills.
• Strong proactive “can do” approach. Ability, energy and appropriate demeanor to take initiative and plan and carry out necessary tasks to ensure the office’s activities are successful
• Ability to be flexible, open minded with integrity
• Innovation & Creativity
• Communication
• Client Orientation
• Problem Solving
• Team working and relationships
• Operational Effectiveness
• Ability to communicate effectively (written and oral) in French and/or English preferably with a working knowledge of the other.
• Competence in the use of standard MS office applications (Word, Excel, Access, and PowerPoint) and preferably SAP.