Short-Term Staff – Team Assistants at African Development Bank - AfDB

KEY FUNCTIONS:

• Under the overall administrative authority of the Director General for the Nigeria Country Department (RDNG) and the day-to-day direct supervision of the Administrative and Finance Officer the main responsibilities of the Team Assistants will be:

TEAM ASSISTANT 1

• Provide administrative support, including preparation of administrative and budget forms, minute-taking, and processing requests in SAP.
• Process mission documents in SAP CONCUR including travel requests, per Diems, tickets, and claims for staff and consultants.
• Be conversant with the Dacon application and assist with data entry in SAP relating to the procurement/hiring of consultants.
• Internal and External Meetings: Handle meeting logistics and requirements such as room allocations, hotel reservations; refreshments; participants' reception/registration, etc., and notify other relevant colleagues.
• Store Management: Periodic stock requisition of office supplies and proper management of the office stores in line with provided guidelines.
• Initiate and process payments related to the procurement of goods and services via the Bank’s payment system i.e., SAP MM (Purchase Requisitions, Service Entry Sheet, Goods Received Notes), and receive, scan, and submit in the Bill Tracking System (BTS) all financial documents for payment processing and maintain proper filing management system.
• Assist in managing and monitoring service providers’ contracts.
• Maintain office imprest and submit monthly reconciliation reports for petty cash in SAP.
• Back up for the Executive Assistant to the Director-General in case of absence from office
• All other administrative duties as assigned by the Supervisor.

TEAM ASSISTANT 2

• Correspondences: (i) Draft, type, and dispatch memoranda, acknowledgment letters, and responses to correspondence, and follow-up with relevant staff members (ii) Prepare letters for dispatch that is, scanning, photocopying, binding bulk documents, addressing, and filing and distribution of mail and documents within the office with the proper filing system.
• Record Keeping: Track incoming physical correspondence, digitize, and process these through the existing Bank systems.
• Vehicle Fleet Management: Manage and Assign office vehicle fleet for official use; ensure effective log management practice and vehicle maintenance (servicing & fuel) routine.
• Institutional Procurement: Prepare and process procurement documents, and requisition of office supplies in line with the Bank's procurement guidelines.
• Assist in managing and monitoring service providers’ contracts.
• Coordinate travel (flight booking) and accommodation arrangements for Bank Senior Management, Staff, and Consultants missions through the Bank’s system.
• Provide required logistic support at the workshop venue; materials; payments to participants and reconciliation of accounts etc.
• Internal and External Meetings: Handle meeting logistics and requirements such as room allocations, hotel reservations; refreshments; participants reception/registration, etc. and notify other relevant colleagues.
• Back up for the Executive Assistant to the Director-General in case of absence from office
• All other administrative duties as assigned by the Supervisor.

COMPETENCIES (skills, experience, and knowledge):

• At least a Bachelor’s Degree in Business Administration, Accountancy, or Finance combined with professional qualification of at least  ICAN Foundation level.
• A minimum of four (4) years experience in Administrative and Financial Accounting, as well as the full range of office support work, with a high level of sustained performance. Work experience in a similar post in a multilateral international organization will be considered an advantage.
• Competence in using Bank standard software (Word, Excel, PowerPoint, Microsoft Office Suite (Office 365), MS Teams). Knowledge of SAP modules is an added advantage.
• High degree of motivation, initiative, flexibility, and reliability with a willingness to do what is required to deliver, including providing back-up administrative support.
• Strong written and verbal communication skills in English.
• Good filing and organizational skills
• Proven ability to work effectively in a team-oriented, multi-cultural environment, and function as an effective team member in various groups.
• Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations that require judgment and diplomacy.
• Strong customer service skills, ability to multitask, attention to detail, excellent sense of confidentiality, enthusiasm, and resourcefulness.
• Proven skills in planning, prioritizing and coordinating work and other activities internally and externally.