Information Assistant at African Development Bank - AfDB

Position Grade: GS 6/7

The Complex

• The Vice-Presidency for Regional Development, Integration, and Business Delivery (RDVP) is responsible for the operational relevance, efficiency, and effectiveness of the Bank Group’s operational programs and activities. RDVP ensures that the Bank operates successfully across its Regional Member Countries and oversees the full implementation of all aspects of the Regional Development, Integration, and Business Delivery Hubs: Central Africa, East Africa, North Africa, Southern Africa, and West Africa, in addition to the Nigeria Country Department, which has the profile of a Regional Business Delivery Hub.

The Hiring Department

• The Nigeria Country Department (RDNG) of the African Development Bank has been established to strengthen policy dialogue between the Bank and the Government and other stakeholders; improve the performance of the project portfolio and aid coordination with other development partners.
• RDNG invites applications from suitably qualified candidates to fill in the vacant position of Information Assistant.
• This position is based in Abuja, Nigeria, and does not attract international terms and conditions.

Key Functions
Under the overall administrative authority of the Director-General for the Nigeria Country Department (RDNG) and the day-to-day direct supervision of the Chief Operations Officer on all substantive and professional matters; the main responsibilities of the Information Assistant will be:

• Organizing Documents - Collate all the important documents from both Operations and Administrative Staff to be archived in the Bank’s eDocument management platforms.
• E-filing - Upload the documents onto the Bank’s eDocument management platforms such as Sankofa, using the set procedures for categorization, indexing, and metadata.
• Scanning Physical Documents - Scan existing physical documents that need to be retained according to the Bank’s Records Management policy and store these digitized documents in the Bank’s eDocument Management Systems.
• Correspondence Management - Track incoming physical correspondence, digitize, and process these through the existing Bank systems.
• Record keeping - detailed records of important physical documents and their location within the Bank premises.
• Cataloguing - Develop a cataloging system for physical documents and publications for ease of reference.
• Support the operations team with the retrieval and compilation of data from the Client Connection platform.
• Reporting - Provide reports on projects’ implementation in collaboration with the Communication Consultant/Officer, activities, issues, meetings, etc.
• Information Centre Management - effective and efficient day-to-day management of the information center
• Supports Brand management of RDNG’s knowledge products and event management conceptualization and execution.
• Routinely work with editors, photographers, videographers, and printers to develop RDNG brand collaterals whilst ensuring that brand identity guidelines are adhered to.
• Draft social media messages, develop quote cards, infographics, etc., promote and monitor live streaming on social media platforms of events organized or co-organized by the Bank,
• Work with the Communications Department and Economics Complex to source information, publications, brochures, and other publications for display at the Information Centre.
• Set up and manage exhibition booths at events organized and co-organized by the Bank.
• Assist and support the Communications Officer in drafting, editing, and proofreading materials to be posted on the website of the Nigeria Country Department.
• Assist with social media campaigns (e.g., Twitter and Facebook posts)
• Perform any other duties reasonably requested by the Supervisor.

Competencies (Skills, Experience, and Knowledge)

• Hold a minimum of a Bachelor's Degree in Information Science, Library Science, Data Science, or an equivalent Degree in a closely related field.
• Have a minimum of 4 years of relevant experience in similar assignments.
• Competence and experience in electronic document management systems
• Competence in the use of Bank standard software (Word, Excel, PowerPoint, Microsoft Office Suite (Office 365), MS Teams, OneDrive, and SharePoint).  Knowledge of SAP modules is an added advantage.
• A good understanding of Cloud systems and Collaboration services.
• Proficient written and verbal communication skills in English to draft correspondence on a range of topics and ensure the quality of documents.
• Experience in international organizations will be an added advantage.
• Committed team player with demonstrated interpersonal skills and ability to work effectively in a multi-cultural environment.
• Strong customer service skills, good organizational skills, ability to multitask, attention to detail, excellent sense of confidentiality, enthusiasm, and resourcefulness.
• Proven skills in planning, prioritizing and coordinating work and other activities internally and externally.