Organization and Methods - Directives Management and Help Desk Analyst at African Development Bank - AfDB

Reference: ADB/18/043
Location: Côte d’Ivoire
Grade: PL6
Position N°: 50093580

The Complex

• The Senior Vice-Presidency (SNVP) under the leadership of the Senior Vice President (SVP) is responsible for supporting the President in the day-to-day management of the Bank Group to achieve its strategic objective and for driving a performance culture that will align all processes and systems to deliver high impact results.
• The SVP is also responsible for providing effective leadership for Senior Management.
• The incumbent is responsible for the seamless coordination of the implementation and monitoring of key corporate decisions and the identification of institutional and managerial weaknesses and the proffering of necessary corrective measures and actions.
• The SVP chairs the Senior Management Coordination Committee (SMCC) and Operations Committee (OpsCom) meetings, leads senior management discussions, decision-making processes, and ensures the implementation of key Board and Management decisions, including internal audit and independent evaluation recommendations.
• The incumbent also oversees and ensures compliance of the Bank with the dictates of its policies and strategies, including fiduciary, environmental, and social safeguards, risk management functions, etc.

The Hiring Department

• The SNVP and SMCC Directorate (SNDI) coordinates and supports the SVP in the execution of responsibilities related to:  (i)  coordinating  the  implementation  of  Bank-wide  activities;  (ii)  monitoring  corporate  performance  and results; (iii) ensuring organizational/institutional effectiveness and efficiency; and (iv) overseeing organizational units reporting directly to the SVP.
• The SNDI Director also plays the role of secretary to the Senior Management Coordination Committee (SMCC) secretariat, and supports the SVP in Board and Board Committee meetings.
• The Organization and Methods Division supports the SVP in the execution of responsibilities related to:  (i)  coordinating  the  implementation  of  Bank-wide  activities, in particular those relating to business improvement and change management; ensuring organizational/institutional effectiveness and efficiency; driving a performance culture that will align all processes and systems to deliver high impact results; ensuring seamless coordination of the implementation and monitoring of key corporate decisions, the identification of institutional and managerial weaknesses, and of the necessary corrective measures and actions.

The Position

• The Directives Management and Help Desk Analyst is responsible for managing (storage, retrieval and proactive dissemination) the Bank’s directives as well as other key policy, operational, management and institutional knowledge publications, handbooks and documents..
• S/he will  1) verify compliance; 2) monitor and track new and revised directives from initiation through publication, and 3) maintain the institutional documents database to ensure that directives and documents are up to date and are accessible to staff.
• S/he will also manage the help desk (for the directives, Delegation of Authority matrix, FAQs) to resolve technical issues and support staff.

Duties and Responsibilities
Under the direct supervision and guidance of the SNDI.1 Division Manager, the Directives Management and Help Desk Analyst will carry out the following duties:

• Manage, in partnership with the IT department, an archiving, search and retrieval, directives and institutional documents management system, as well as a virtual help desk for institutional publications and directives and the Delegation of Authority Matrix;
• Monitor and track new and revised directives from initiation through publication, ensuring compliance with the agreed review-and-approval process;
• Work on a variety of projects centered on management of the Division’s content and on archival collections and records management activities: processing or cataloguing archival collections; assisting in the ongoing creation and maintenance of digital and electronic content and in the digitization of archival materials;
• Review /re-organize/update past and present institutional guidelines, directives, and other documents for ease of access and searchability, ensuring application of appropriate control and versioning mechanisms
• Provide staff with a ‘Help Desk’ service and actively market the service Bank-wide;
• Assist with the implementation and maintenance of IT tools for knowledge and content management, and with data collection, analysis, and interpretation, including presentation in flowcharts, tables and slides
• Assist with the extraction, analysis, packaging, and repackaging of institutional knowledge - including in an electronic format--  in order to make it more accessible
• Assist in preparing, updating and maintaining relevant system’s documentation and related technical/procedural manuals
• Contribute to the efficiency of the Division through expert management of the information technology aspects of the Division as they relate to the publications, handbooks, manuals and other output of the Division.
• Focal person for development and update of the Division’s website, workspaces, and archival as well as web content management
• Update the Division's online content and track usage and analytics
• Support the Division/ Department and deliver on any other initiatives and activities as may be required from time to time

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Master's Degree in Library /information Science, Management Information Systems, Organizational Methods, Business Administration, Business Analysis, Knowledge Management or similar, Communications or related fields
• A minimum of four (4) years' experience of relevant and progressive professional experience in document management and document management systems or content management systems, information management, knowledge management, communications or a related field.
• Experience in desktop publishing, archiving and infographics is an asset
• Prior experience with preparation and archiving of institutional documents
• Knowledge of document interface programs and electronic management
• Experience working with multilateral institutions;
• Knowledge of methodologies, implementation, developments and trends in knowledge management and communication
• Strong written and verbal communication skills;
• Able to work with a minimum of supervision and accustomed to a role that requires working to plans and procedures while remaining flexible to accommodate an existing organization.
• In-depth knowledge of techniques and methods for Archiving / Information and knowledge management
• Practical experience in applying information technology to the implementation of KM and knowledge sharing strategies.
• Strong analytical and problem-solving capabilities
• Ability to build partnerships across the Bank with a service oriented mind-set
• Ability to take initiative, innovate, adapt and make smart decisions; to create, apply, and disseminate knowledge from institutional documents.
• Ability to prioritize and manage time well, multitask and troubleshoot;
• Ability  to communicate effectively in English or French, and with a working knowledge of the other language
• Sound knowledge of and experience in IT, in particular, collaboration and productivity tools (e.g. SharePoint skillsets: site management, document management, etc.)
• Competence in the use of standard Microsoft Office Suite applications (Word, Excel, Access and Power Point); knowledge of SAP is an added advantage.