Short Term Staff (STS) - Unit and Team Assistant at African Development Bank - AfDB

Employment Type: Short-term staff (local staff)
Location: Abidjan, Côte d'Ivoire
Grade: GS 5/6/7/8
Job Code: 2328

The Position

• The position of STS Unit/Team Assistant which falls under General Services which provides administrative support for the smooth running of the Team, ensures that the Unit/ Team Leader 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 Unit/Team Assistant works uniformly irrespective of the Team to assure hitch-free operations within the Unit/Team under the respective Team Leader.
• Accordingly, the Unit/Team Assistants job facilitates and contributes to the success of the Unit/Team Leader in performing their jobs effectively in furtherance of the Bank’s strategy for the achievement of the High 5s.
• Duties and responsibilities
• Under the General guidance and overall supervision of the Unit/Team Leader, the Unit/Team Assistant will perform the following:

Workflow Management:

• Undertake such transactional tasks and processes that support the smooth running of the work of the Unit/Team,
• Provide support and follow up on routine administrative correspondence and processes,
• Undertake correspondence and tasks in accordance with the Banks accepted formats and check on probable typographical errors, presentation, completeness and procedural accuracy of all documents submitted to the Unit/Team Leader for clearance, approval or signature,
• Review and prioritize important correspondence and tasks for execution,
• Follow-up and ensure that tasks are completed for dispatch and within given deadlines.

Communication and Liaison:

• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned unit/team members or action parties as appropriate,
• Facilitate the arrangements for meetings with respect to their timings and booking of venue,
• Provide support to the Unit/Team Leader for appointments with official visitors and/or staff members,
• Follow up on work deadlines for routine and assigned tasks,
• Schedule meetings for the Unit/Team Leader, according to schedules and Agenda for the week,
• Arrange time and venue for meetings, and provide support required for their success,
• Write meeting reports/minutes.

Record Keeping and Documentation:

• Maintain a filing system in both hard and soft copies to meet the needs of the Unit/Team,
• Keep a weekly calendar of activities that shows all meetings to be attended by the Unit/Team Leader as well as by other staff members. It also includes all external visits to the Unit/Team,
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's staff, checking their availability and ensuring they have the appropriate briefing files and documents,
• Maintain contact address / mailing directory of partners working with the Unit/Team.

Office Administration:

• Make travel arrangements for the Unit/Team Leader/members including tickets, hotel reservation, etc.,
• Support the preparation of presentations as required,
• Photocopy and send electronic communication when the need arises,
• Undertake any other related tasks as assigned by the Unit/ Team Leadership.

Procurement Duties:

• Assist in carrying out the function of procurement duties,
• Process Purchase Requisitions assigned to the Functional Group related to procurement of goods, services and works,
• Receive and review requisitions for clarity, adequacy of specifications, completeness, obtain additional information and liaise with the User Team and, confirm that the budget exist for the requisition.

Budget:

• Manage the budget assigned to the Unit/Team,
• Assist management in issues concerning resources such as the administrative budget; monitor and review expenses and bring issues to the attention of management,
• Participate in the preparation of the annual and mid-year budget review by inputting data in SAP system and the monitoring thereof.

Selection Criteria:

• Hold at least a Bachelor's degree in Business Management, Commerce, Business Administration, Communication or related discipline.
• Have a minimum of four (4) years for GS5 & 6, a minimum of five (5) years for GS7 and a minimum of six (6) years for GS8 of relevant and practical experience in administrative and secretarial roles, in similar offices of international Organizations, Development Banks or similar institutions.
• Training in Secretarial Studies and/or Administration and Office Management is advantageous.
• 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.
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopier, telephone etc.),
• 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 with a good working knowledge of the other language,
• Competence in the use of Bank standard software (Word, Excel, PowerPoint and Access). Knowledge of SAP is an added advantage.