Operations and Administrative Assistant (PSF), FIRM2 at African Development Bank - AfDB

Reference: ADB/20/025
Location: Abidjan, Cote d'Ivoire
Grade: GS7
Position N°: 50101876

The Private Sector Credit Enhancement Facility (PSF)

• The PSF is a captive credit risk participation facility that participates in the credit risks of the AfDB’s Non Sovereign Operations (NSOs) in countries eligible to borrow from the African Development Fund (ADF) - namely low income countries. Given its current capital base, the PSF’s target portfolio size stands at UA 1.1 billion of credit exposures.
• Given the specific nature of the PSF as a risk participant in the Bank’s NSO, the ADF Board of Directors exercises oversight over the Facility and approves risk participations by the Facility in each NSO in compliance with the PSF Framework and Guidelines. The PSF Administrator (PSFA) is responsible for the day-to-day management of the PSF and for mobilizing additional resources to increase the Facility’s risk bearing capacity.
• The PSF is financially and operationally autonomous with a total separation of resources from those of the ADB and the ADF. It sources certain middle and back office functions from the ADB. The PSFA works closely with relevant departments to ensure these functions are performed in a timely manner and in line with applicable standards and ensure that it meets all performance and financial planning, reporting and audit requirements.

The Position

• Under the general supervision of the PSFA, the Operations and Administrative Assistant will play a supportive role in the operation and administrative coordination and delivery of the PSF. He/ She supports the PSFA regarding administrative, operations and financial management aspects of the facility – including sourcing of accounts, budgeting, procurement, information technology, web/intranet interface and transactions information. He/ She will generate information and reports to inform on the progress, achievements and outcomes of the PSF activities. He/ She will oversee the smooth operation of the offices’ support work as well as reviewing, processing and executing a variety of activities including supervision of use of office facilities and resources. He/ She will carry out effective recording, control and management of Bank resources, the office’s operational activities in keeping with the Bank’s policies and guidelines.

Duties and Responsibilities
Under the supervision of the PSFA, the Operations and Administrative Assistant will perform the following:

Operation and financial management:

• Support the management and coordination of PSF resources and work program implementation in keeping with procedures and in strict compliance with the Bank's policies and guidelines.
• Assist the management of issues concerning resources such as administrative budget; monitor and review expenses and bring issues to the attention of management.
• Coordinate with focal points of the PSF ecosystem in the sourcing, archiving and maintenance of operational pipeline and portfolio information as well as legal and financial documentation.
• Support the production of reports, presentations (layout, documentary review, production of graphic material), as well as excel based analytics, and input/extract SAP PS and LM information.
• Assist where applicable with the programming of operational activities by using the appropriate software.
• Track and follow-up on documents, draft letters and memoranda, monitor incoming emails, deal general correspondence and briefs.
• Ensure secure filing of sensitive and confidential information.

Administration management:

• Lead on the organization and logistics of key meetings, keep record of decisions reached from meetings.
• Arrange travel, visa and accommodation; travel occasionally with management to provide general assistance. Arrange logistics for visiting delegations, including PSF team members and consultants.
• Processing of Travel claims.
• Manage systems and subscriptions, create and process expense reports in SAP.
• Participate in the monitoring and update data on work schedule and Key Performance Indicators.
• Produce documents, briefing papers, reports, spreadsheets and presentations.
• Take notes at meetings, write letters, and prepare minutes as requested.
• Contribute to the preparation of communication and information materials.

Selection Criteria

• At least a bachelor's degree in Business Management, Commerce, Business Administration or related discipline;
• At least 5 (five) years of relevant professional experience working in an executive office, preferably in an international commercial bank or insurance;
• Comprehensive knowledge in overall office administration and organization in financial institutions with exposures to the different facets of risks;
• Background in investment or development banking with experience in working with private sector stakeholders;
• Administrative experience in team working and relationships environment in a Development Finance Institution that uses risk participation or credit guarantee instruments and/or credit insurance function will be an added advantage;
• Plans for unanticipated risks by developing contingencies and programs to address issues that may impact achievement of quality results;
• Good interpersonal skills and ability to provide and receive feedback;
• Maturity, reliability, integrity, adaptability and initiative are key requirements for the function;
• Consistently makes informed decisions and advice, to independently solve programs, based on available and hard to find information; utilizes information that is relevant, current and clear.
• Problem solving: Applies business knowledge to the resolution of problems and identifies solutions to the benefit of the client (internal and external) and the organization;
• Communication: Provides clear and concise oral and written communication; presents oral information with clarity and appropriate style and adapts language and style to suit the requirements of a particular audience;
• Operational effectiveness: The commitment to ensure that full use is made of the systems, procedures and culture within the organization in order to deliver the required results;
• Innovation & Creativity: The commitment to search for and produce innovative and creative approaches to activities in order to enhance performance and create added benefits to the Bank and its clients;
• Teamwork & Relationships: Works with others to maximize the effectiveness of the team as a whole, sharing the knowledge and workload. Develops strong working relationships with colleagues and contributes to creation of a positive team environment;
• Office administration and organization skills;
• Proven professional report writing ability;
• Proficient in the use of standard MS Office software applications, particularly Word, PowerPoint, and Excel as well as SAP. Sound knowledge in using SAP or related enterprise resource management software (including Project and Loan Management modules); having the technological skills necessary to perform data entry, manage team calendars, and create company reports;
• Ability to communicate effectively (written and oral) in English is a requirement for this position. (Bilingual in English and French, highly desirable)