Team Assistant, SNBT.2 at African Development Bank - AfDB

Position Number: 50107445
Position Grade: GS5

The Complex

• The Senior Vice-President is responsible for supporting the President in the day-to-day management of the Bank Group to achieve it strategic objectives and drive a performance culture that will align all processes and systems to deliver high impact results.
• The Senior Vice-President will provide effective leadership and exceptional coordination to ensure implementation and monitoring of key corporate decisions as well as the identification of necessary corrective measures and actions.
• The Senior Vice-President will lead senior management discussions, decisions-making processes and the implementation of strategic board and management decisions to achieve the Bank’s objectives.

The Department

• The mandate of the Business Transformation (SNBT) Department is to support the Senior Vice-President (SVP) in the execution of responsibilities related to ensuring organizational effectiveness.
• The Department works to ensure that the Bank, as an organization, is fit for purpose and can adapt to changes in its internal and external environment.
• It leads on Bank-wide change management efforts as necessary and fosters an organizational culture that aligns processes and systems to deliver high impact results.
• SNBT leads or supports the review, establishment, and implementation of suitable internal organizational structures, systems, business processes, policies, procedures, methods, and information technology for effective implementation of strategic objectives championed by Senior Management to achieve measurable improvements in efficiency, effectiveness, and stakeholder satisfaction.

Through its two divisions, namely Organization and Methods (SNBT.1) and Business Process Reengineering (SNBT.2), the Department is responsible for the following activities:

• Design, implement and maintain the organizational structures;
• Review and update policies, procedures, frameworks and methods (standards/templates, tools);
• Lead the institutional change management approach and execution;
• Perform continuous improvements of business processes, simplify and harmonize business tools and systems;
• Advise on the implementation choices for new IT functional requirements to ensure alignment and coherence with existing processes and tools.

The Position

• The Job of Team Assistant which falls under General Support Services that provides administrative support for the smooth running of the Team, ensures that the Division Manager is freed from all tasks which could otherwise impede the efficient discharge of higher duties and responsibilities.
• The Team Assistant’s job facilitates and contributes to the success of the Division Manager in performing their jobs effectively in furtherance of the Bank’s strategy for the achievement of the High Fives.

Key Functions

• Under the overall supervision of the SNBT2 Manager, the Team Assistant performs the following:

Workflow Management:

• Undertake such transactional tasks and processes that support the smooth running of the work of the Manager and Team;
• Provide support and follow up on routine administrative correspondence and processes;
• Check for probable typographical errors, presentation, completeness, and procedural accuracy of all documents submitted to the Manager for clearance, approval, or signature;
• Review and prioritize important correspondence and tasks for execution;
• Follow-up and ensure that tasks are completed with dispatch and within given deadlines;
• Assist in the recruitment process of consultants within the division;

Communication and Liaison:

• Receive calls and act according to the nature and urgency of each, including redirecting to the concerned division members or action parties as appropriate;
• Follow up on work deadlines for routine and assigned tasks;
• Schedule meetings for the Manager / Team, according to schedules and Agenda for the week;

Record Keeping and Documentation:

• Maintain a filing system in both hard and soft copies to meet the needs of the Division / Team;
• Keep a weekly calendar of activities that shows all meetings to be attended by the Manager as well as by other staff members. It also includes all external visits to the Department;
• 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 Division / Team;
• Archiving of documents on databases made available by the bank;

Office Administration:

• Make travel arrangements for the manager / Team including tickets, hotel reservation, etc.
• Support the preparation of presentations as required;
• Undertake any other related tasks as assigned by the Manager / Team Leadership;
• Division Budget Portfolio Management;

Vendor and Resources Management:

• Support in the management of issues concerning resources such as administrative budget; independently monitor and review expenses and bring emerging issues to the attention of the hierarchy;
• Support the Team in the management of service providers including individual consultants and firms (selection process, onboarding formalities; payment of honorariums, performance evaluation, and offboarding);
• Process various payments within the limits of its prerogatives;

Competencies (Skills, Experience and Knowledge)

• A minimum of Bachelor's Degree in Business Management, Commerce, Administration, or related discipline;
• At least four (4) years of relevant and practical experience in administrative and secretarial roles, in similar offices of international Organizations, Development Banks or similar institutions;
• Superior leadership qualities, technical excellence and first-rate interpersonal and follow-up skills;
• Strong analytical and strategic capabilities;
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting;
• Handling speedily and efficiently internal and external requests;
• 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, photocopies etc.);
• Demonstrable commitment to delivering excellent customer service focused reception and administration service;
• Advanced proficiency to quickly adapt to new technologies by acquiring required skills;
• Working knowledge of policies, administrative procedures, and practices relevant to the job;
• Excellent organization skills and attention to details;
• Ability to communicate and write effectively in English and/or French with a good working knowledge of the other language;
• Competence in the use of Bank standard software applications (Word, Excel, PowerPoint), Knowledge of SAP is highly desirable.