Administrative Clerk, COSN at African Development Bank - AfDB

Reference: ADB / 21 / 050
Location: Country Manager, COSN Country Office
Grade: GS5
Position N°: 50063715

The Complex

• The Vice-Presidency for Regional Development, Integration and Business Delivery is responsible for operational relevance, efficiency and effectiveness of the Bank Group’s operational programs, and activities.
• The Vice Presidency for Regional Development will ensure that the Bank operates successfully across its Regional Member Countries and oversee the full implementation of all aspects of the Bank’s Regional Directorates.
• Within regional development, integration and business delivery complex the Bank has five (5) regional hubs one in each region: South Africa, North Africa, West Africa, East Africa, and Central Africa. Each Regional Hub is headed by a Director General.

The Hiring Department:

• 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.
• The Director General is accountable of the specific African region. Each Hub will house relevant operations, business development and project implementation functions and administrative capabilities in a shared service for rapid deployment into the individual countries, to help drive the overall business of the Bank effectively on the ground.
• Country Offices 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.

The Position

• The Administrative Clerk will work closely with the administration and finance team to provide office and administrative support.

Duties and Responsibilities
Under the Supervision of the Country Manager, the Administrative Clerk will perform the following duties:

Support to the Administrative and Financial Officer:

• Monitor the files of requests for exemption from VAT to taxes on invoices for purchases and services provided to public services (customs, foreign affairs, postal service, etc.);
• Transmit and monitor the processing of files in the competent authorities of the host country, requests for tax exemption and the registration of vehicles of the international staff of the Office;

Protocol Services:

• Conduct the arrival and departure formalities at the airport for Bank officials and any other person invited by the Bank;
• Transmit and monitor the processing of visa application files, diplomatic cards and any other document of bank staff, in diplomatic missions and consulates accredited in the host country;
• Write a verbal note draft notes and any other required protocol documents;
• Support the Bank's experts during their missions (purchase of tickets, reservation, confirmation);

Other Administrative Activities:

• Forward letters and correspondence to post offices, government agencies and various partners;
• Enter document references, including attachments, seal, label and forward the diplomatic bag to DHL for shipment;
• Ensure the follow-up of formalities to allow withdrawals and deliveries to the office of couriers and parcels under customs;
• Enter data relating to the audit and activity reports for the follow-up of the reception of said reports at the External Office (periodical);
• Compile the weekly notes on office activities and the monthly (periodic) report;
• Carry out all reproduction and reprography work;
• Welcome and monitor users of the information and documentation center (registration sheets are made, and users are registered);
• Contribute to the organization of Bureau events and ceremonies;
• Follow up on information from the national press;
• Build and update the database of press journalists and local media;

Selection Criteria

• Hold a minimum of a Bachelor's Degree 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 experience in progressive positions, attached to an executive’s office, preferably in an international organization;
• Good knowledge of budgeting and planning is highly desirable;
• Be able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting. Ability to work and cooperate with others from diverse background;
• Handling speedily and efficiently internal and external requests;
• Ability to manage simultaneous and shifting demands, priorities and tight deadlines;
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopies etc.);
• Demonstrable commitment to delivering excellent customer service focused reception and administration services;
• Be able to multi task, excellent problem-solving skills and attention to details;
• Effective communication; highly client oriented, good team working and relations;
• Ability to operate effectively in a multicultural organization;
• Good innovative and creative approaches to activities in order to enhance performance and create added benefits for the clients and the organization;
• Integrity and confidentiality;
• Proficiency in written and verbal communication in English or French, with a working knowledge of the other;
• Competence in the use of Bank standard software (Word, Excel, Access and PowerPoint). Knowledge of SAP or other ERP systems would be an asset.