Operations Assistant at African Development Bank - AfDB

Position Number: 50062928 / 50112852
Position Grade: GS8

The Complex

• The Vice-Presidency for Private Sector, Infrastructure and Industrialization is central to the Bank’s mission of developing the private sector, improving infrastructure and accelerating industrialization.
• The complex main functions are to (i) strengthen the enabling environment for private sector (including financial sector) development conducive to inclusive growth and sustainable development, (ii) support the development of reliable and sustainable infrastructure, including cities and urban development, and (iii) place renewed emphasis on industrial, trade and investment climate performance in support of structural transformation across Africa. 
• The Complex leverages knowledge, co-financing, and partnerships to attract private capital and work with governments on delivering the Bank’s development agenda.

The Hiring Department

• The role of the Bank’s Industrial and Trade Development Department is to promote the implementation of the Bank’s 10 Year Strategy and HI 5’s initiatives with special emphasis on the Industrialize Africa strategy. 
• The Department leads the Bank’s activities in the area of industrial policies, ICT, trade and investment climate, and private sector investments in industry and services.

In line with the Bank Ten-Year Strategy, and consistent with the Bank’s Industrialization Strategy for Africa, the hiring Division:

• Industrial Development, Trade and Investment Climate drives the Bank’s interventions through the implementation of priority programs to scale-up and accelerate industrial transformation in Africa. 
• Through strategic partnerships with other co-financiers, the Private Sector, the United Nations Industrial Development Organization (UNIDO),the United Nations Economic Commission for Africa (UNECA), the African Union Commission (AUC) and Regional Economic Communities (RECs), the Division actively seeks to support governments in adjusting their national industrial policies, trade policies, identifying potential sectors for industrial development and investment, and providing support for value chain development, advisory and technical assistance as well as operational support through sectoral expertise to operational teams in Regional Hubs. 
• This will cover operations, advisory and technical assistance pertaining to industry clusters, investments in Small & Medium Enterprises (SMEs) and linkage projects, technical assistance for Public-Private Partnership-targeted projects and special initiatives and activities dedicated to promoting strategic partnerships. 
• In addition, the Division strives to facilitate government and private sector dialogue to foster coordination between all the industrialization stakeholders as well as supporting meaningful complementarities between industrialization initiatives and trade
• ICT Operations is responsible for the Bank Group's public sector-based activity in the ICT sector.  In particular, the Division is responsible for the identification, appraisal and subsequent supervision of the Bank's lending and grants programme to Regional Member Countries for ICT projects.  In addition, the division supports other operations of the Bank requiring sectoral advice.  
• The main objective of the ICT Operations Division is to build on the Bank's sector skills to become a leader in the development, financing and implementation of ICT projects and programmes across the African continent.

The Position

• Under the supervision of the Division Manager, the Operations Assistant will primarily assist the Team in implementing and monitoring their work programme, including technical administrative support in specific areas such as mission preparation, procurement, and disbursement as well as oversight on the portfolio quality.

Responsibilities
The Operations Assistant will carry out the following duties and responsibilities:

• Provide operational support to the Team, covering both lending and non-lending operations.
• Manage the electronic data archiving system of the Team.
• Manage the division's database and perform any task related to data entry and analysis as required.
• Coordinate the preparation and monitoring of the annual Work Programme.
• Coordinate the preparation and monitoring of the quarterly mission programme.
• Compile the portfolio database of the division / Sovereign Operations, trust funds, special initiatives, co-financing).
• Compiles and present data on projects (managed by the regional hubs) and trust funds related to the sectors under the division.
• Report on accuracy and completeness of TFMS (Trust Fund Management System), SAP (System Applications and Products), BPPS (Bank-Wide Program Processing Schedule) & SRAS (Strategic Resources Assessment Software) data.
• Prepare and monitor the implementation of the administrative budget and determine/recommend allocation of funds when necessary.
• Assist with recruitment of consultants, initiate SAP processing of their contracts, prepare service orders, process their payments and follow them up with the Accounting and Treasury units concerned.
• Prepare monthly, quarterly and annual reports on the management and performance of the division activities.
• Facilitate task manager training on the use of the BPPS, SAP, TFMS and other systems.
• Assist in preparing documents, briefing notes, spreadsheets and correspondence necessary to manage work programme and projects / programmes.
• Assist in the preparation and organization of activities such as seminars, workshops etc.

Other Duties:

• Coordinate matters with the Corporate IT Services Department (CHIS), if necessary, for all issues relating to the SAP / BPPS / ATRS / SRAS/ TFMS system and other information technologies; play the role of SAP resource person in the division and the department; provide technical assistance to the staff in the use of SAP.
• Take notes during meetings, draft correspondence and prepare minutes as requested.
• Perform any other tasks requested by the Team.

Competencies (skills, experience and knowledge)

• Hold a minimum of a Bachelor’s degree, in public Administration, Logistics, Management, Information Technology or related field.
• Have a minimum of 5 years of progressively relevant and practical experience (or at least 4 years of relevant experience in administrative and secretarial roles, in an office of international Organizations, Development Banks or similar institutions).
• Ability to work as part of a team and providing support to other team members where needed.
• Able to work under pressure in the dynamic setting of an international and multicultural setting by handling speedily and efficiently internal and external requests.
• Ability to manage simultaneous and shifting demands, priorities and tight deadlines.
• Knowledge of administration duties.
• Excellent written and verbal communications in English or French, with a working knowledge of the other language.
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopies etc.).
• Competence in the use of standard Microsoft software (Word, Excel, Access, PowerPoint). Knowledge of SAP will be an asset.