Chief Planning and Administration Officer (TCIS.0) at African Development Bank - AfDB

Position Number: 50000590
Position Grade: PL3

The Complex

• The Vice-Presidency, Technology and Corporate Services (TCVP) is responsible for providing leadership and oversight on the efficient, highly effective, value-for-money, and client-centered provision of ICT services, general services and works, corporate procurement of goods, language services, business continuity, consultant services, and cybersecurity services to all organizational units of the Bank.
• TCVP is primarily charged with leading the efforts to digitalize the Bank’s business processes and procedures.

The Hiring Department

• The Corporate Information Technology Services Department’s (TCIS) mission at the Bank is to align the digital strategy and delivery model with the Bank’s business strategy to increase organizational effectiveness by efficiently using emerging technologies and digital transformation. Under the leadership of the Chief Information and Technology Officer, TCIS is mandated by the Bank to deliver the best IT services for the Bank’s operations to accomplish its mission of spurring sustainable economic development and social progress in its regional member countries, contributing to poverty reduction.
• The Planning & Administration Team is responsible for planning, administrative, and financial management aspects of running TCIS department activities daily.

The Position

• The Chief Planning & Administration Officer’s objective is to be responsible for Planning and Administration in consultation with TCIS management and Business Process Owners (BPOs) by using the IT governance framework, the Bank’s Financial rules and regulations, procurement procedures, recruitment procedures, and accompanying standards, business processes, tools, and metrics.
• He/She is responsible for overall IT Capital and Administrative budget processes to mobilize and manage financial resources for implementing IT strategy and TCIS work program. Ensures timely planning and management of IT financial resources. Coordinates compilation of TCIS strategic documents and Key Performance Indicators (KPI) for reporting to Management and the Board. Coordinates the procurement of IT Goods and services, including consultants and IT staff.
• Negotiates and manages IT contracts and framework agreements with IT vendors.
• Coordinates the evaluation of contract performance in consultation with program/project managers and supervises the processing of IT invoice payments.
• Oversees and monitors the implementation of IT-related audit recommendations and findings.

Key Functions
Under the overall supervision of the Senior Director TCIS, the essential duties and responsibilities of the Chief Planning and Administration include the following:
Information Technology Governance:

• Participate in formulating the Bank’s IT strategies and policies to direct the Bank’s information technology vision to support the implementation of the new Business Development and Delivery Model (DBDM) and achieve the Bank’s business priorities.
• Provide an information repository to support the Bank’s strategic objective of becoming a knowledge-based organization of both internal and external information data to facilitate better decision-making.
• Design and promote efficient business processes to increase organizational effectiveness.
• Support the Bank’s diverse users in acquiring operational and tactical information/data for strategic and operational decision-making.
• Train Bank staff and all partners to utilize the intellectual capital and institutional memory of the African Development Bank housed in the IT systems of the Bank.

Budget Management:

• Lead the preparation of the Bank’s IT Capital and Administrative budgets through consultations with the business, Strategic Planning and Budgeting, and TCIS management to identify strategic business needs and determine their budget requirements.
• Ensure accurate budget planning for efficient resource allocation to implement IT activities.
• Recommend to management budget transfers for either Capital or Administrative as permitted by the Bank’s financial management rules and regulations.
• Track the IT spending against agreed CAPEX / OPEX budget allocations proactively.

Procurement Planning and Management:

• Lead the preparation of the TCIS department’s work program and annual Procurement plans (IT Goods, Services, and consultants) in consultation with Division Managers, staff, and the General Services department.
• Coordinate/prepare Request for Information (RFI), technical specifications, Terms of References (TORs), and Request for Proposals (RFPs) for IT procurements and launch procurement processes. Coordinate evaluation of proposals, drafting of bid evaluation reports, and presentation to management and the Purchasing Committee for approval.
• Lead negotiations to get cost-effective deals for the Bank of Contracts and manage vendor contracts and framework agreements. Coordinate the measurement of contract performance against contract deliverables by liaising with project managers and initiating invoice payments.
• Manage vendors and build a strong working relationship with all key vendors/suppliers.

Recruitment and People Management:

• Set Planning and Administration staff objectives and provide leadership, advice, guidance, coaching, and direction to the team members to accomplish planned goals.
• Liaise with the human resources department to identify vacant positions. Coordinates with TCIS management to develop/update Job descriptions and vacancy notices for advertisement.
• Work with the TCIS Management Team and staff to ensure that IT resources are adequately provisioned for IT programs/projects, including business-as-usual activities.
• Develop, consolidate, and monitor the implementation of the IT Training program in consultation with TCIS management and the human resources department.

Performance Management:

• Coordinate the definition of IT services KPIs and report their achievement monthly to management.
• Recommend implementing changes to improve the overall performance of the TCIS department.
• Evaluate Planning and Administration staff against achieving set objectives at each year's end.

Audit Management:

• Be the focal point for Information Technology related audits.
• Oversee and monitor the implementation of internal and external audit recommendations and assess whether appropriate actions were taken to close the audit recommendations as required
• Prepare and review working papers and make practical, value-adding recommendations to TCIS management.
• Prepare clear and concise reports on IT audits for submission to and review by management and governing bodies to a standard that can be relied on for effective decision-making.
• Proactively identify, track, and flag any recurring and audit issues, emerging risks, and opportunities to incorporate into the TCIS work plan.
• Engage with a wide range of stakeholders, including the IT Staff and Management, for audit planning, execution, and reporting activities and the Internal Audit Department for learning and good practice exchange.

Competencies (Skills, Experience, and Knowledge)

• A Bachelor's Degree from a recognized University in Information Technology, Business Analysis and Design, Information Systems Management, Finance, Accounting, or related fields. A Master's Degree will be an added advantage.
• Chartered Accountant qualifications - ACCA / CFA.
• At least 7 years experience in Planning Management in international financial institutions.   
• Excellent manager, mentor, and coach with a “mission first, people always” approach
• Conflict resolution skills.
• Must possess extensive knowledge and expertise in Strategic program planning & management, financial management methodologies and tools.
• Must possess extensive knowledge of financial and procurement management rules and procedures/expertise.
• Familiarity with professional standards of internal auditing and recognized frameworks about risk, control, and governance.
• Excellent analytical, written, and verbal communication skills.
• Self-motivated and proactive.
• Able to build trust amongst all their contacts across all levels within the organization to build a foundation for long-term relationships and information exchange.
• Strong customer service skills (clarity of messages, crispness in delivery, timeliness, and accuracy) required.
• Strong customer relationship skills with staff at all levels and with external parties.
• Proactively identify strategic needs in the Bank’s organizational units that need IT investments.
• Visionary while still keeping track of the goals needed to realize different IT programs to support the High 5s and the DBDM.
• Result-driven, focussed on delivering operational stability to IT programs and IT customers.
• Investigative, evidence-based decision maker with the courage to decide.
• Practical / Pragmatic values result in more than activity.
• Insightful, can prioritize and sense danger in IT resource management and staffing
• Persuasive and assertive to secure financial resources for ICT programs and projects.
• Seek multiple solution options and make effective recommendations.
• Ability to work under pressure with minimum supervision.
• Communicate and write effectively in French or English, with a good working knowledge of the other language.
• Knowledge of the Bank’s standard software: Excel, Word, PowerPoint, MS Project, Access, etc.