Finance and Admin Officer, Joint Secretariat Support Office (PJSS) at African Development Bank - AfDB

THE POSITION:

The Administrative and Finance Officer position of the Joint Secretariat Support Office is physically located within Ethiopia Country Office (COETH), Addis Ababa, Ethiopia but the unit reports directly to the President of the Bank as part of the Presidency Complex.

The Finance and Administration Officer will have responsibility for financial administration, including the management of the accounts for the office, the financial information required for various activities associated with the office, the day to day financial management, as well as undertaking general administrative tasks under the guidance of the Director. The officer will ensure the effective management and efficient use of Bank resources in compliance with the Bank’s policies and guidelines. The officer will provide line supervision to Administrative Assistants where they exist.

Specific duties and responsibilities include:

KEY FUNCTIONS:

Under the general guidance and supervision of the Lead Program Coordinator, the Administrative and Finance Officer will perform the following duties and responsibilities:

Budget Preparation and Implementation

• Draw up administrative budget of the Joint Secretariat Support Office following the schedule set by the Budget Department;

• Contribute to the preparation of centralized budgets at headquarters to take into account the particular investment needs of the Joint Secretariat Support Office;

• Monitor expenditure in accordance with the Bank’s internal control rules and procedures; Report periodically on the status of the budget implementation and propose possible revisions.

Financial Management and Reporting

• Establish procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of Bank resources;

• Provide guidance on accounting treatment and financial transactions with respect to Joint Secretariat Support Office;

• Advise management on methods to improve control environment in the Joint Secretariat Support Office;

• Upload and check the accounting entries in SAP;

• Facilitate travel and related administrative arrangements for Joint Secretariat Support Office staff members including procurement of tickets and follow-up on travel claims and other related entitlements;

• Review monthly financial report, timely preparation and verification of reports, statements and schedules for auditing of the Joint Secretariat Support Office activities.

Human Resources Management

• Submit reports on personnel management;

• Manage office staff benefits in accordance with the Human Resources policy and instructions in force;

• Assist the Director and Lead Program Coordinator with consultant recruitment and staffing issues.

General Administration & Procurement

• Oversee institutional procurement of goods and services and management of property and equipment;

• Prepare and monitor service providers’ contracts;

• Ascertain sound stock keeping for office supplies and inventory of Bank property and equipment;

• Control the processing of mission expenditure advances and balances;

• Ensure the quality of Bank facilities in Joint Secretariat Support Office, including workspaces according to Bank standards, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities;

• Inform and discuss with counterparts at Headquarters the administrative problems affecting Joint Secretariat Support Office in order to find appropriate solutions thereto;

• Facilitate the obtainment of administrative documents necessary for the proper functioning of the office and staff from the relevant authorities;

• Organize, supervise, and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services.

• Undertake any other official duties that may be assigned by the Director or Lead Program Coordinator.

• The Administrative and Finance Officer will ensure monthly monitoring of finance and administrative activities of the Joint Secretariat Support Office;

• Prepare a quarterly report for the respective managers highlighting issues that require their attention;

• Ensure that proper administrative and logistic controls are implemented;

• Ensure that proper control mechanism, segregation of duties are in place and that Bank procedures are fully implemented.

Protocol

• Liaise with various ministries and other host country authorities and with various Diplomatic Missions to accomplish and advance the work and mission of the Bank.

• Assisting conference organizers in obtaining visas, booking, conference venues, making logistical arrangements;

• Liaise with the Ministry of Foreign Affairs and public utility agencies

• Process and follow-up on entry visa applications with relevant ministries, authorities and services;

• Facilitate customs formalities and clear shipments

COMPETENCIES (Qualifications, Experience & Skills):

• At least a Master's degree in Accounting, Information Systems, Finance or Business Administration. Membership of an internationally recognized professional accounting body (CA, CPA, ACCA or their equivalents) would be an advantage.

• A minimum of four (4) years of relevant experience in an accounting firm or in an international/multinational financial organization, and additional experience in a public or private sector organization would be an advantage

• Capacity to work effectively in a team.

• Ability to communicate orally and in writing, in English or French.

• Competency in the use of Microsoft Office applications such as Word, Excel, and PowerPoint.

• Knowledge of SAP S/R would be an advantage.