Department Assistant, SNSP at African Development Bank - AfDB

Reference: ADB/21/052
Location: Abidjan, Cote d'Ivoire
Grade: GS6
Position N°: 50001004

The Complex

• The Senior Vice-Presidency complex (SNVP) is responsible for supporting the President in the day-to-day management of the Bank Group to achieve it strategic objective, and drive performance culture that will align all processes and systems to deliver high impact results.
• The SNVP will provide effective leadership and exceptional coordination to ensure implementation and monitoring of key corporate decisions as well as the identification of necessary corrective measures and actions. The SNVP leads senior management discussions, decisions-making process and the implementation of key board and management decisions.

The Hiring Department

• The Strategy and Operational Policy Department (SNSP) plays a key role in shaping a corporate vision and a strategic perspective for the African Development Bank as well as developing the operational policies aimed at guiding the Bank’s agenda.
• The primary roles of the department are: (i) to develop and help maintain (along with other units) corporate strategies and operational policies necessary for the Bank to deliver according to the spirit of its Charter and in line with the Bank’s 2013-2022 Strategy, the High 5 priorities, and other strategies; (ii) to play a prominent role in keeping the Bank a strategy-focused organization in line with its policies;  (iii) to support the Bank in raising its profile and engaging strategically at international fora, as well as to foster cross-fertilization and greater coordination with other MDBs ; and, (iv) to lead the Bank in the development of a new culture of innovation and change, including the incubation of new financial/non-financial  products and business lines.

The Position

• The Department Assistant, a position which falls under General Support Services, provides administrative support for the smooth running of the Department and ensures that the Director is freed from all tasks which could otherwise impede the efficient discharge of high duties and responsibilities.
• Accordingly, the Department Assistant’s job facilitates and contributes to the success of the Director in performing his / her role for the achievement of the High 5s.

Duties and Responsibilities
Under the General guidance and overall supervision of the Director, the Department Assistant will perform the following functions:

Work Flow Management:

• Receive and register all incoming and outgoing documents of the Department;
• Ensure that documents presented for Director’s signature are complete, with necessary attachments and background documents;
• Draft general or administrative correspondence on own initiative or on the basis of instructions and finalize for the Director's signature;
• Verify that outgoing correspondence is presented in accordance with the Bank’s accepted formats and check on probable typographical errors, presentation, completeness and procedural accuracy of all documents submitted to the Director for clearance, approval or signature;
• Review and classify priority and important correspondences and submit accordingly;
• Follow-up and ensure that target dates and deadlines are met using appropriate tracking tools, and that correspondence and queries are responded to in a timely manner;
• Channel correspondence for action by the Director or send directly to the concerned Division, if necessary.

Communication and Liaison:

• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned divisions, as appropriate;
• Screen Director's calls / visitors, make appointments for visitors to meet the Director or the Division Manager concerned;
• Provide background information to the Director / Manager for appointments with official visitors and/or staff members;
• Relay information between Director, Division Manager and other staff members of the department;
• Schedule weekly team and ad hoc meetings for the Director, according to schedules and Director's Agenda for the week;
• Arrange time and venue for meetings, collect necessary background materials of meetings needed from the Departments; Remind staff members about scheduled meetings.

Record Keeping and Documentation:

• Maintain a filing system in both hard and soft copies to meet the needs of the Department;
• Keep a weekly calendar of activities that shows all meetings to be attended by the Director as well as by other staff members. It also includes all external visits to the Department ;
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's staff, checking their availability and ensuring they have the appropriate briefing files and documents;
• Maintain Contact address / Mailing directory of partners working with the Department.

Office Administration:

• Make travel arrangements for the Director including tickets, hotel reservation, etc.;
• Assist in preparation of presentations using PowerPoint and other software packages on own initiative or on the basis of instructions;
• Perform other office administration tasks (photocopies, emails) when the need arises

Selection Criteria

• Hold at least a Bachelor's degree in Business Management, Commerce, Administration or related discipline;
• Training in secretarial Science and / or Administration and Office Management is advantageous;
• Have a minimum of four (4) years of relevant and practical experience in administrative and secretarial roles, in similar offices of international Organizations, Multilateral Development Banks or similar institutions;
• Good knowledge of administration and office support services, including systems and procedures;
• Knowledge and experience with IT tools and a virtual working applications will be an advantage;
• Good coordination skills - methodical and self-organized;
• Demonstrable commitment to delivering excellent customer service focused reception and administration service;
• Good interpersonal, planning and organizational skills;
• Ability to think quickly to respond to immediate requests;
• Flexibility to adapt, positive attitude towards change, and a constructive and creative approach to problem solving;
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopies, etc.);
• Communication;
• Problem Solving;
• Client Orientation;
• Team working;
• Operational Effectiveness;
• Innovation and Creativity;
• Attention to detail;
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other;
• Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint, SAP and / or other integrated document management system).