Team Assistant OCEO & Risk Management at Africa Finance Corporation (AFC)

Purpose/Job Summary

• The job holders will provide administrative and operational support to all staff members within Risk Management & OCEO divisions.

Key Accountabilities

• Develop and maintain an efficient documentation and filing system for all departments/ units within the divisions.
• Arrange conference calls, schedule meetings, and oversee logistics for meetings involving members of staff of the supported Division.
• Manage and file confidential information appropriately and implement an efficient file management solution for the divisions.
• Take minutes during meetings and draft letters as required.
• Administer internal and external correspondence relating to the Risk & OCEO division.
• Collate and update stakeholders and project databases
• Respond to internal and external customer queries and requests on non-technical issues as authorized and demonstrate judgement on escalating issues to the appropriate quarters.
• Manage collation and transmittal of divisional feedback on external vendors utilized across units
• Handle subscriptions and settlement of expenses for recurring divisional subscriptions
• Ensure efficient travel arrangement for the members of staff of both divisions including handling in country logistics, travel, accommodation, visas, airport protocols and relevant protocols on the AFC SAP Concur software.
• Assist with itineraries and other relevant secretarial duties including typing, meeting diaries, transcription, photocopying, scanning, etc.
• Manage divisional events as required
• Oversee procurement of basic office supplies as well as relevant administrative and IT support in liaison with the Administration and IT teams
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team
• Perform any other duties and responsibilities as assigned.

Competency and Skill Requirements

• Proficient knowledge and use of MS Office tools.
• Excellent interpersonal and communication skills, and ability to interact tactfully with staff members at all levels.
• Attention to detail.
• Ability to maintain a high degree of confidentiality and trust.
• Superior administrative competencies.
• Demonstrable team spirit and strong desire to actively contribute to a team’s Objectives
• Effective time management and organizational skills with ability to prioritize
• assignments and work under pressure.
• Strong written and verbal communication skills.
• Smart appearance, self-confidence and professionalism

Key Performance Indicators

• Well-organized and cost-efficient divisional events (internal and external).
• Coordinate end-to-end Travel management support for divisional staff members.
• Efficient procurement and expense settlements
• Efficiency of filing system, and ease of retrieval of required documents.
• Average response time for enquiries from internal and external sources.
• Feedback from internal and external customers.

Minimum Qualifications

• A first degree in any discipline.
• Minimum of 3 years’ relevant experience in an administrative position
• Previous experience in supporting multiple individuals across a team is extremely important.