Unit Assistant at African Development Bank - AfDB

The Position

• Under the supervision of the Executive Secretary to the Sanctions Appeals Board, the level of responsibility associated with the position as Administrative Assistant requires the job holder to work independently, and with a high degree of diplomacy and sensitivity for confidential issues.
• The nature of the work might require occasional overtime work and availability after normal working hours.
• The main objectives of the position are to provide a wide range of assistance to the team for the implementation of its work program, including workflow management, office administration, resources management and Analytical Work.

Key Functions
Under the overall supervision of the Executive Secretary to the Sanctions Appeals Board, the Administrative Assistant will perform the following:
Workflow management:

• Devise and maintain efficient office systems.
• Track and follow-up on documents, draft letters, and memoranda, monitor incoming emails, deal with faxes and general correspondence and briefs.
• Ensure secure filing of sensitive and confidential information and put in place an efficient management of these files.
• Proof reading of translated documents to ensure compatibility with the original texts.

Office Administration:

• Organize and attend to multiple meetings, appointments, luncheons, and events to ensure that responsible management is well prepared.
• Arrange travel, visa, and accommodation for the staff of the Secretariat to the Sanctions Appeals Board, the Executive Secretary to the Sanctions Appeals Board and the members of the Sanctions Appeals Board.
• Handle internal and public enquiries in administrative matters; screen telephone calls from within the bank and from external collaborators and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and make and follow-up on appointments.
• Aid staff members or consultants of the Secretariat and the members of the SAB.
• Provide general administrative support for the Secretariat by liaising with the Human Resources Department (PTVP), the IT Department (TCIS), the Accounts Department (FIFC), the Budget Department (SNPB), the Secretariat General (PSEG), and the General Service and Logistic Department (TCBC) in respect of office accommodation, allocation of office furniture, equipment, and supplies. Requests for repair and maintenance work and follow-up to ensure that such work has been satisfactorily carried out.
• Initiate and prepare various administrative documents and forms, such as staff and consultants lists, staff and consultants travel and staff absences (annual leave, home leave, excuses absence, and maternity leave), as well as statistical data on staff, as required.

Resource Management:

• Assist the Executive Secretary to the Sanctions Appeals Board in issues concerning resources such as administrative budget; monitor and review expenses and bring issues to the attention of management.
• Manage systems; create and process expense reports in SAP.
• Inputting data in SRAS and monitoring thereof.
• Be conversant with DACON applications and procurement rules regarding hiring of consultants.
• Manage payment of SAB members, individual consultants and external parties in SAP and follow up of payment.
• Assist in the preparation of the annual budget and reporting by providing inputs on activities handled.
• Participate in the monitoring and update data on Work program and Key Performance Indicators.
• Assist in the recruitment of consultants, STS, and the replacement of SAB members.

Analytical Work:

• Produce documents, briefing papers, reports, spreadsheets, and presentations.
• Take notes at meetings, write letters, and prepare minutes as requested.
• Assist where applicable with the programming of operational activities by using the appropriate software.

Problem Solving:

• Liaise with the Chairperson and the members of the Sanctions Appeals Board and organize their missions.
• Liaise internally with the Sanctions Office (SNSO), the Integrity and Anti-corruption Department (PIAC), the Legal Department (PGECL), the Human Resource Department (PTVP), the Department of Acquisitions (SNFI), and all other Departments and staff members.
• Respond to inquiries; liaise with clients and other staff; coordinate with other members of staff.
• Liaise with the secretariat to the Sanctions Appeals Board of other International Finance Institutions (IFIs) such as, the World Bank Group (WBG), the Inter-American Development Bank Group (IDB), the Asian development Bank (AsDB), and the European Bank for Reconstruction and Development (EBRD).
• Assist the Executive Secretary to the Sanctions Appeals Board on the preparation of files, notes, PowerPoint presentations to the Chairperson of SAB, SAB members, the office of the President and AfDB Board.
• Carry out background research in field of competence and present in a logical manner.
• Perform any other duties as requested by the Executive Secretary to the Sanctions Appeals Board.

Competencies (Skills, Experience, and Knowledge)

• Hold at least a Bachelor's Degree or its equivalent in Law, Business Management, Accounting, Administration, or related discipline.
• Have a minimum of five (05) years of relevant professional experience working in a senior executive office in support function, preferably in a Multilateral Development Banks.
• Good budgeting and planning skills.
• Strong customer service skills, good organizational skills, ability to multitask, attention to details and ability to work with a diverse workforce.
• Ability to handle confidential information with greatest discretion.
• Demonstrated team building and inter-personal relationship.
• Ability to manage multiple, simultaneous, and shifting demands, priorities, and tight deadlines.
• Good typing skills and highly desirable with excellent levels of initiative, enthusiasm, team spirit and organizational and interpersonal skills.
• Strong proactive “can do” approach. Ability, energy, and appropriate demeanour to take initiative and plan and carry out necessary tasks to ensure the office’s activities are successful.
• Ability to be flexible, open minded with integrity.
• Innovation & Creativity.
• Communication
• Client Orientation
• Problem Solving
• Team working and relationships.
• Operational Effectiveness
• Ability to communicate effectively (written and oral) in French and English.
• Competence in the use of standard MS office applications (Word, Excel, Access, and PowerPoint) and preferably SAP.