Administrative Assistant - Corporate Affairs Division, ALSF at African Development Bank Group (AfDB)

Job Id: 50096188
Position Grade: GS6

The position

• The Administrative Assistant is part of the Corporate Affairs Division and assist the Division to perform administrative and secretarial support functions including such tasks as the provision of and administrative services to support the planning and/or implementation of projects or activities within the Corporate Affairs Division.

Responsibilities
The Administrative Assistant reports to the Corporate Affairs Division Manager. The incumbent’s role of the Administrative Assistant includes, but is not limited to:
Workflow Management:

• Develop and maintain office systems to deal efficiently with paper flow; organize and store paperwork, documents and computer-based information; these include the management of the filing and retrieval system.
• Advises on the allocation of support staff to meet priorities, workload and timeliness.
• Track and monitor documents, handling incoming emails, faxes, mail and correspondence.
• Distribute documents for the Division and maintain required follow-up systems.

Meetings:

• Prepare documents, briefing papers, reports, spreadsheets and presentations.
• Processes schedule of the Division meetings within the ALSF.
• Serves as secretary for internal meetings, draft minutes, and establish reporting systems to track implementation of meeting decisions.
• Organizes the logistics for the meetings of the Statutory organs (in-person, videoconference and Annual meetings) and Staff retreats including undertake related missions at the request of the Division Manager.
• Makes necessary arrangements for visiting delegations.

Administration:

• Develops and maintains efficient office systems.
• Tracks and follows up on documents, handles correspondence and briefs.  
• Manages the flow of information by receiving, examining, sorting and monitoring the ALSF’s incoming and outgoing emails, considering the priority and urgency of the documents concerned; organizes logical filing of this correspondence.
• Drafts and review emails and documents in conformity with administrative instructions, including the ALSF Style Guide.
• Review memoranda, documents, contracts and correspondence to be submitted, along with their background documents, for the Division Manager’s or the Director’s signature.
• Consolidates the Division reports and the reporting on level of work executed and following up with Division Manager and staff on relevant documents.
• Assist in Protocol matters by liaising with the Secretariat General of the Bank for all matters related to Protocol and administrative compliances as well as privileges and immunities matters.
• Drafts correspondence that requires research and/or discussion on administrative and technical matters including information memoranda to staff and various self-explanatory memoranda to obtain information from other colleagues.
• Liaises with professional staff in the Division or with other Division to obtain information to process payments to service providers.
• Assists in and advises the Division Manager on a variety of administrative and personnel matters.
• Negotiates with CHGS on allocation of appropriate office space for the ALSF by providing justifications; responsible for organizing and coordinating office moving operations.
• Coordinates staff missions’ logistics and submits staff missions’ claims, BTOR’s and training programs expenses.
• Creates purchase requisitions for the procurement of goods and services in SAP, request for vendor creation for service providers from the Vendor Creation Department.
• Creates purchase orders for payment of salaries for Contract agents, internal and external consultants in SAP.
• Follow-up on service providers payments.
• Contributes to ALSF’s annual budget submission by collecting and presenting data; monitors and reports on the Division budget implementation.
• Manages systems and processes expenses reports in MIS and SAP.

Secretarial Duties:

• Ensure maintenance of enough stocks of stationery and other basic office supplies.
• Handle internal and public enquiries; screen telephone calls, deal with incoming emails and requests and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and make appointments.
• Maintain confidential records and filing of reports, correspondence and related material for ease of referral.

Requirements

• A minimum of a Bachelor’s degree in Business Management, Commerce, Administration or related discipline, preferably supplemented with courses in Administration/Office Management or Secretarial studies (BTS or DUT).
• A minimum of five (5) years of progressively relevant and practical experience, in an executive office preferably in an international organization.

Competencies (skills, experience, and knowledge required)
Required skills are those related to know-how and interpersonal skills:

• Good organisational, budgeting and planning skills will be highly desirable.
• Good organizational, analytical and writing skills, ability to make sound judgments and decisions.
• Ability to work under pressure in the dynamic setting of an international and multicultural setting.
• Speedy and efficient handing of internal and external requests.
• Ability to work and cooperate with others from diverse background.
• Excellent working knowledge and experience in administrative and sectorial skills and duties.
• Strong customer service skills, good organizational skills, ability to multitask, attention to detail and ability to work under pressure and with a diverse workforce.
• Excellent written and verbal communication skills in English and/or French, with a good working knowledge of the other language.
• Competence in the use of Bank standard software (Word, Excel, Access and Power Point), knowledge of SAP or other ERP system would be an added advantage
• Excellent levels of initiative, enthusiasm and team spirit, and interpersonal skills.
• Ability to interpret ALSF policies, guidelines and procedures.

Particular Conditions of Job Exercise (environment, constraints), if applicable:

• Must be a citizen of a member country of the African Development Bank
• Requires occasional travel.
• Must demonstrate a high level of integrity, moral values, discretion, and confidentiality.