Short Term Staff - Administrative Assistant at African Development Bank - AfDB

Position Number: 50086877
Location: Abidjan, Cote d'Ivoire
Position Grade: GS7

The Complex

• The Chief Economist/Vice-President for Economic Governance and Knowledge Management (ECVP) is the Bank’s spokesperson on economic matters and the VP for the ‘Economics Governance and Knowledge Management Complex’.
• The Complex is responsible for:
  • Providing leadership and visibility for the Bank on economic, finance, financial governance and socio economic development issues; and coordinate the generation of analytical works to inform operational policy;
  • Systematically emphasize the critical role of knowledge, experience, lessons learnt and their tangible impact on sustainable, inclusive transformation of African economies.

The Hiring Department

• The African Development Institute (ECAD) coordinates and executes Capacity Development (CD) programs in the regional member countries (RMCs) by:
  • Providing advisory services on capacity building;
  • Identifying and designing tailored capacity development programmes and implementing the programmes; and
  • Leveraging partnerships and coordinating knowledge dissemination and outreach,  with a view to improving policy-making, economic governance and sustainable development in the Regional Member Countries.

Key Functions
Under the Supervision of the Senior Director, the Administrative Assistant (STS) will perform the following:

• Support the convening of the global community of practice seminars
• Assist in the proof reading and editing of knowledge products
• Receive and register all incoming and outgoing documents of the Department/ Division;
• Ensure that documents presented for Director’s signature are complete, with necessary attachments and background documents;
• Provide background information to the Director / Manager for appointments with official visitors and/or staff members;
• Relay information between Director, Division Managers and other staff members of the department;
• Follow up on work deadlines with Division Managers;
• Schedule weekly team and ad hoc meetings for the Director, according to schedules and Director's Agenda for the week;
• Maintain a filing system in both hard and soft copies to meet the needs of the Department;
• Keep a weekly calendar of activities that shows all meetings to be attended by the Director as well as by other staff members. It also includes all external visits to the Department ;
• Make travel arrangements for the Director including tickets, hotel reservation, etc.;
• Assist in preparation of presentations using PowerPoint and other software packages on own initiative or on the basis of instructions;
• Perform other office administration tasks (photocopies, emails) when the need arises;
• Other duties that may be assigned by the Supervisor.

Competencies (Skills, Experience and Knowledge)

• Hold a minimum of a Bachelor's Degree in Economics, Accounting, Law, Political Sciences, or a related field.
• Minimum of five (5) years of relevant experience at a similar position.
• Experience in professional editing, drafting legal or policy documents, etc.
• Good knowledge of administration and office support services, including systems and procedures;
• Good coordination skills - methodical and self-organized;
• Demonstrable commitment to delivering excellent customer service focused reception and administration service;
• Good interpersonal, planning and organizational skills;
• Ability to think quickly to respond to immediate requests;
• Flexibility to adapt, positive attitude towards change, and a constructive and creative approach to problem solving;
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopies, etc.);
• Communication;
• Problem Solving;
• Client Orientation;
• Team working;
• Operational Effectiveness;
• Innovation and Creativity;
• Attention to detail;
• Good analytical skills.
• Proficiency /good written and oral skills in English and/or French languages.
• Competence in the use of Bank standard software (Word, Excel, PowerPoint, and Access). Knowledge of SAP is an added advantage.