Operations / Research and Projects Assistant (Short Term Staff) at African Development Bank - AfDB

Position Grade: GS6/7/8

The Complex

• The African Development Bank, from time to time, needs extra services provided by persons other than its permanent staff to assist with additional activities not covered in the normal work program; replacement of regular personnel who are absent over long periods; and to occupy vacant positions within the time limits set by the Bank.
• The Bank aims to recruit candidates who possess the relevant academic background/training, experience, and in-depth technical knowledge in the required disciplines.
• This batch recruitment is meant to constitute a pool of recommended candidates, to fill various positions of Operations/ Research and Projects Assistants at GS6/7/8 grade levels, Short – Term Staff (STS) within the Bank, as the need arises.

The Position

• The Short-Term Staff (STS) which falls under General Support Services that provides administrative support for the smooth running of the Team, ensures that the Complex/Department/Division/Country Office Manager is freed from all tasks which could otherwise impede the efficient discharge of higher duties and responsibilities.
• Each Team has its unique functions, but the STS works more or less uniformly irrespective of the Team to assure hitch-free operations within the Team of the respective Complex/Department/Division/Country Office.
• Accordingly, the STS’s job facilitates and contributes to the success of the Complex/Department/Division/Country Office in performing their jobs effectively in furtherance of the Bank’s strategy for the achievement of the High 5’s.

Key Functions
Under the General guidance and overall supervision of the Head of Department/Division or Country Manager, the STS will perform the following duties and responsibilities, depending on the assigned role: 
Operations Assistant:

• Create and maintain Complex/Department/Division/Country Office database, perform any task related to data entry and analysis as required, and ensure information is updated in physical and electronic filing systems (server shared Sankofa).
• Monitor program activities through data management in SAP, SRAS, BPPS, RRS and other systems, and ensure that information on Bank-financed projects is regularly updated.
• Support the Complex/Department/Division/Country Office and administrative staff in the preparation of planning and information documents, drawing on the information kept in the databases.
• Monitor acquisitions and other requests for no objection received for all projects managed by the Complex/Division/Country Office.
• Prepare monthly, quarterly and ad hoc reports on the division’s portfolio management and performance; report on borrower’s fulfilment of the general and specific conditions applicable to loans and grants, for example audits.
• Analyze supervision data, disbursement vouchers, and data concerning the cancellation of active project loans of the division’s portfolio, and in particular performance reports, paying special attention to risky projects.
• Coordinate preparation and monitoring of the administrative budget.
• Participate in identification of resource requirements, preparation, submission, and administration of the budget; recommended, if necessary, reallocation of funds, coordinate data on mobilization of bilateral resources.
• Coordinate preparation of annual activity reports and portfolio analysis reports.
• Track active portfolio issues (Start-up delays, supervision delays, disbursements delay, projects qualifying for cancellation, slow disbursements, etc.…).
• Contribute to the preparation of missions of project Task Managers, participate in missions, if necessary, and provide logistical support for the implementation of the program of conferences and workshops organized by the Bank.
• Contribute to the preparation of notes and activity reports, summaries of meetings and/or information notes on operations, progress made, and lessons learned, based on project reports, workshops and information contained in the Bank's database.
• Update data management information on SAP for all Bank-financed projects, including contract registration and results, in collaboration with project managers.
• Establish a database to track project disbursements & procurement related requests and documents submitted to the Bank.
• Perform any other operational support task requested by the Complex/Department/Division/Country Office manager.

Research Assistant:

• Manage and monitor the online submission platform (ScholarOne Manuscript Central) for the African Development Review.
• Check and ensure “complete checklist” for all submitted manuscripts: check-in submitted manuscripts and to monitor the full review process.
• Create Reviewers’ Accounts and maintain reviewers’ database.
• Assign or pass on submitted manuscripts with “complete checklist” to the Editor
• Select and invite reviewers at all stages of the review process.
• Manage all files associated with a manuscript including timely response to authors’ questions/requests or as may be directed by management.
• Generate and create reports on manuscript and user activity.
• Generate data bases from internal and external sources as may be required
• Formatting documents related to the African Development Review and communicating with the Publishers as may be directed by management.
• Provide analytical support to the Research Department through critical literature search and review, data preparation, cleaning and analysis.
• Reviewing, revising, formatting and finalizing the publication of Bank’s Working Papers and other major Bank’s knowledge products.
• Reviewing, revising, formatting and finalizing the publication of Newsletters.
• Ensuring the working paper and briefs are in line with the Working paper guidelines and the Bank’s corporate identity.
• Liaise with the Communication Department for posting the brief online.
• Any other task that may be assigned by the Task manager / Manager /Director. 

Projects Assistant:

• Maintain the investment analysis and modelling platform for all private sector transactions.
• Analyze historical and projected financial results.
• Perform comprehensive review of third-party financial models.
• Construct project financial models that meets f1f9 or SMART standards.
• Collect and analyze data on the Bank projects/corporate portfolio.
• Provide support on the preparation of periodic and ad ’hoc reports.
• Maintain the project activities requests and response tracking database.
• Analyze transaction requests data and arrange follow up and reporting actions.

Competencies (Skills, Experience, and Knowledge)

• Hold at least a bachelor’s degree in the relevant field such as Business Management, Commerce, Administration, Information Technology, Project Management or related discipline.
• Have a minimum of four (4) years of relevant and practical experience.
• Having private sector experience will be an added advantage.
• Good knowledge of administration and office support services, including systems and procedures.
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
• Handling internal and external requests efficiently.
• Ability to work and cooperate with others from diverse background.
• Ability to manage simultaneous and shifting demands, priorities and tight deadlines.
• Demonstrable commitment to delivering excellent customer service focused reception and administration service.
• Good writing skills.
• Communication.
• Problem Solving.
• Client Orientation.
• Team working.
• Operational effectiveness.
• Innovation and Creativity.
• Integrity and confidentiality.
• Good written and oral skills in French or English, depending on the official language of the country of duty station. A good working knowledge of the other language will be considered an added advantage.
• Competence in the use of Bank standard software (Word, Excel, PowerPoint and Access). Knowledge of SAP is an added advantage.
• Proof of citizenship or evidence of permanent residency or work authorization in the proposed country of employment.

Application Closing Date
10th October, 2024.