Principal Budget, Programming and Performance Officer at African Development Bank - AfDB

Reference: ADB/17/166
Location: Côte d’Ivoire
Grade: PL4
Position N°: 50065453

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 the Office of the President, Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Unit, Secretariat to the Sanctions Appeals Committee,  Administrative Tribunal, Office of the Auditor General, Group Risk Management Directorate, General Legal and Legal Services Department; Communication and External Relations Department; Staff Integrity and Ethics Offices and Office of the Secretary General and General Secretariat.

Hiring Department/Division

• The role of the Banks' Office of the Secretary General and the General Secretariat (PSEG) is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, High 5s, and Development and Business Delivery Model (DBDM) by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. PSEG comprises: (i) the Immediate Office of the Secretary General (PSEG0) which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section and a Conferences and Meetings Section; (ii) a Board Affairs and Proceedings Division (PSEG1); and (iii) a Protocol, Privileges and Immunities Division (PSEG2).

The Position
Within the General Secretariat, the main duties of the Principal Budget, Programming and Performance Officer are to:

• Ensure the preparation and monitoring of the implementation of the budget and work programme;
• Manage human resources and be responsible for change management;
• Manage performance;
• Supervise administrative and financial management;
• Ensure financial / analytical reporting of the General Secretariat to the Secretary General and Division Managers; and
• Play the role of focal point of the business continuity plan.

Duties and responsibilities
Under the supervision of the Secretary General and in close collaboration with the Division Manager, the Principal Budget, Programming and Performance Officer will be responsible for the following tasks:

Preparation - Budget and Work Programme Implementation Monitoring:

• Coordinating the preparation of the administrative and investment budget and the work programme of the General Secretariat, and ensure and monitor their implementation, in order to reduce the risk of non-implementation. This involves working regularly in close collaboration with Division Managers and Section Heads for the drafting of tenders, budget designing and ensuring the effective implementation of the work programme in line with the objectives.
• Preparing and monitoring other budgets within the General Secretariat, namely, the Board of Governors’ budget, including the Annual Meetings, the African Development Fund, Governors Advisory Committee, the Executive Directors Offices budgets and institutional events budget, etc.
• Ensuring the alignment of resources allocated to the work programme and ensuring that they meet institutional priorities;
• Designing and proposing to the Secretary General, Division Managers and Executive Directors' Offices measures to improve the budget preparation and execution process within the General Secretariat;
• Establishing the parameters required to support work programme adjustments in the General Secretariat and budgetary resources during the year;
• Assisting in the search for budgetary resources and initiating the necessary transfer requests in SAP and following up until their approval;
• Ensuring that contractual and / or budgetary commitment decisions comply with relevant Bank Financial Regulations, policies and procedures. Assisting the General Secretariat in validating budget allocations of expenditures to ensure proper use of allocated budget resources;
• Contributing in building the capacity of cost centre managers in the General Secretariat to ensure proper budget implementation;
• Ensuring the effective implementation of the Activity Time Recording System (SETA) within the General Secretariat and assisting users, where necessary;
• Liaising with relevant organizational units, as required, for all SETA related issues;
• Serving as a focal point and spokesperson on budget management in close collaboration with the budget planning department;

Human Resources and Change Management :

• Assisting the Secretary General in the management of the department's human resources, both in terms of recruitment, capacity building,  development of a reorganization strategy and change management, with the aim of enhancing the efficiency and performance of the General Secretariat while ensuring development prospects;

Performance Management:

• Assisting and advising the Secretary General, Division Managers and Section Heads in defining and setting objectives and key performance indicators of the General Secretariat;
• Monitoring the performance indicators of the General Secretariat and recommending corrective measures in case the objectives are not met;
• Developing and / or implementing business planning, budgeting and monitoring, as well as performance analysis processes and best practices at each departmental cost centre to enhance the General Secretariat’s efficiency;
• Facilitate the decision-making of the Secretary General, Division Managers and elected staff by providing in-depth analysis of financial and non-financial data;

Administrative and Financial Management Supervision:

• Coordinating, supervising and assisting cost centre managers in the process of hiring consultants and institutional procurement by ensuring that Bank rules, procedures and principles are respected;
• Consolidating data on the recruitment of consultants and short-term staff;
• Overseeing the procurement process for goods and services related to the PSEG work programme, annual meetings, statutory meetings and other institutional events, in conjunction with the Procurement, Accounting and Treasury Department.
• Overseeing the processing of the expenditures, mission expenses, entry and exit duties of elected officers, payments of Governors' expenses, subsidiary organs of the Board of Governors, special guests of the Bank and alternate Executive Directors

Reporting:

• Designing monthly, quarterly, half-yearly and annual reports of the General Secretariat's activities and ensuring that the quarterly institutional reporting of the Budget Planning Department is taken into account on a timely basis;
• Preparing a monthly report on the implementation of the budget, work programme, SETA, performance indicators and human resources (staff, consultants and short-term staff) within the Office of the Secretary General and the General Secretariat by developing a dashboard for the Secretary General and Division Managers/Section Heads;
• Following up on recommendations made to the General Secretariat by external auditors of the Senior Vice-President’s Complex.

Business Continuity Plan

• Overseeing and coordinating the updating of the business continuity plan by assisting each Division's focal points in the development of their business continuity management strategy;
• Updating data entered in SUNGARD and relaying between the team in charge of business continuity plans and the General Secretariat.
• Carrying out any other duties assigned by the Secretary General.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a master's degree or its equivalent degree in Management, Finance, Business Administration or other related disciplines;
• At least six (6) years of relevant experience in the design, management and  budget monitoring;
• Experience in the private sector would be an asset;
• Experience working in international, multicultural and  heterogeneous contexts;
• Experience in supporting change management;
• Mastery of budget planning and non-operational work programme design;
• Ability to conduct conceptual and strategic analyzes to establish diagnoses and solve multiple and simultaneous problems;
• Ability to develop and train team members to create a dynamic and supportive work environment;
• Ability to communicate effectively both in French or English and a good working knowledge of the other language;
• Sound knowledge of software commonly used at the Bank (Word, Excel, Access, PowerPoint); knowledge of SAP is desirable.