Administrative Assistant - RDGW at African Development Bank - AfDB

Reference: ADB/18/131
Location: Guinea-Bissau
Grade: GS8
Position N°: 50064377

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 Departement/Country Office

• The various Country Office falls within one of the five (5) Regions of the Africa Regional Development, Integration and Business Delivery Hubs
• The Hub oversees a combination of country and liaison offices, as well as non-presence countries
• Under the Directorate General of the Western region, the Guinea Bissau LIAISON Office of the African Development Bank have 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.

Duties and Responsibilities

• Under the overall administrative authority of the Country manager, the Administrative Assistant will undertake to implement the liaison office’s administrative services including accounting and budgeting, human resources activities and supervision of use of office facilities and resources
• He/she will carry out effective recording, control and management of Bank resources, the Office’s operational activities in keeping with the Bank’s policies and guidelines

Other specific duties and responsibilities include the following:

Budget preparation and Implementation:

• Participate in drawing up the administrative budget of the Bank’s Office following the schedule set by the Budget Department while taking into account the particular investment needs of the Office;
• Ensure recording, up-dating and monitoring expenditure in accordance with the Bank’s internal control rules and procedures.
• Report periodically on the status of budget implementation and propose possible revisions.
• Establishing procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of Bank resources.
• Advise the management on methods to improve control environment in the Country Office.

Finance and Accounting:

• Ensure timely payments of all bills for the office in line with established financial procedures and regulations.
• Ensuring proper documentation of payment vouchers and all other supporting documents.
• Process for payment and maintain individual staff mission expenditure; advances and balances.
• Keep and maintain daily updates of all the required Country Office books of accounts, records, inventory and files in order, and all financial transactions captured and entered in SAP.
• Produce for review and final approval of the Resident Representative, all the Office monthly financial and budget execution reports.
• Undertake timely preparation and verification of reports, statements and schedules for auditing of the Country Office activities. 

Human Resources Management:

• Keep all staff records/files up-dated.
• Up-date and submit monthly reports on personnel management.
• Manage office staff benefits in accordance with the Human Resources policy and instructions in force.

General Administration: institutional procurement of goods and services and Management of property and equipment:

• Undertake procurement of goods and services in keeping with the Bank’ rules and procedures.
• Manage the preparation and monitoring of service providers’ contracts.
• Keep stock of office supplies and inventory of Bank property and equipment.
• Management of office vehicles in accordance with the bank’s transport policy and instructions in force.
• Ensure the quality of Bank facilities in Guinee Bissau, including workspaces, property  and equipment as well as service provision relating to the upkeep, maintenance and security of facilities according to Bank standards.
• Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services.
• Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities.
• Proper management and control of office stores and petty cash.
• Ensure administrative support to all the Country Office staff and bank’s visiting mission as required.
• Ensure that proper filing is undertaken in the Country Office;
• Ensure that proper control mechanism and segregation of duties are in place, and that Bank procedures are fully implemented.

Selection Criteria
Including desirable skills, knowledge and experience

• At least a Bachelor's Degree in Business Administration, Accounting, and/or Finance;
• Membership to an internationally recognized professional accounting body (e.g. CA, CPA, and ACCA) will be considered as an added advantage
• At least six (6) years of relevant work experience. Experience in a similar post in a multilateral organization will be considered an advantage.
• Knowledge and experience in administrative; financial accounting and full range of office support work, with a high level of sustained performance.
• Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems.
• Strong interpersonal and verbal communication skills.
• Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups
• Competence in the use of Bank standard software (SAP, Word, Excel, Access, MS Projects and PowerPoint).
• Proficiency in written and verbal communication in English or French, with a working knowledge of the other;