Job Opportunities at African Development Bank Group (AfDB)

Reference: ADB/19/207
Location: Abidjan, Cote D'ivoire
Position N°: 50050033
Grade: GS8
 
The Complex
The Vice-Presidency, Human Resources and Corporate Services Complex ensures the delivery of efficient, people-centered, client-oriented, corporate services to ensure overall institutional effectiveness in all aspects of the Bank’s corporate services. The Complex leads efforts to ensure the competitiveness of the Bank as the employer of choice and is responsible for providing leadership in the formulation and implementation of Bank’s strategies on people, IT, general services and institutional procurements, language services, business continuity, and health and safety strategies.

The Hiring Department/Divison

• The primary roles of the General Services and Procurement Department are to manage the Bank’s assets, oversee all corporate procurement of goods, services, works and real estate, coordinate all staff travel and transport of Bank’s goods and staff, catering services and other logistics arrangements and the mail services and keep staff informed about services offered. To this end the General Services and Procurement Department formulates and applies rules for procurement, storage, and maintenance of furniture, office equipment and supply; design, prepare and implement programmes for the construction or acquisition and maintenance of buildings and premises; formulate and ensure the proper and effective application of administration policies within the Bank in such areas as communications, transport, travels, security, protection and safety of the Bank’s staff and property; and perform related duties. The department is responsible for managing the Bank’s fixed assets (valued at over UA 100,000,000).
• The General Services and Procurement Department comprises 3 divisions supervised by the Director General Services and Procurement. These divisions are: (i). Operations and Maintenance Division (CHGS.1); (ii). Corporate Procurement Division (CHGS.2); and (iii). Support Services Division (CHGS.3).
• The Division is responsible for the management of Travel and Logistics, restaurant and hotel services prepare purchase plans and strategies, prepare and publish contract packages, receive bids and proposals, and serve as official contact between the Bank and suppliers.

The Position

• The Hotel and Catering Assistant is responsible for managing the daily operations of the Bank’s restaurant, including the selection, development and performance management of the service provider. In addition, the job holder is responsible for drafting technical specifications and terms of reference for the acquisition of equipment and services related to these activities.
  

Duties and Responsibilities
Under the overall supervision of the Division Manager, the Hotel and Catering Assistant will:

• Oversee and manage all areas of the restaurant and make final decisions on matters of importance to customers.
• Enforce sanitary practices of food handling, general cleanliness, and maintenance of kitchen and dining areas.
• Ensure compliance with operational standards and Bank policies.
• Ensure consistent high quality of food preparation and service.
• Maintain professional restaurant image, including restaurant cleanliness, proper uniforms, and appearance standards.
• Ensure positive customer service in all areas.
• Monitor the tasks of the service provider, set goals and plans to promote and improve service delivery.
• Respond to complaints, taking appropriate actions to turn dissatisfied customers into return customers.
• Conduct periodic surveys among Bank staff on the delivery of catering services.
• Conduct regular market survey on food prices and propose adjustments in conformity with market prices.
• Report to Division Manager, Support Services Division, any shortcomings identified with the service provider and advice on remedial actions.
• Ensure that proper security procedures are in place to protect customers and company assets.
• Ensure a safe working and customer environment to reduce the risk of injury and accidents.
• Supervise contracts related to catering and Hygiene Control services; regularly evaluate, through unannounced site inspections, the performance in consultation with Staff Restaurant Committee.
• Collaborate with maintenance team to program maintenance and repairs of the equipment and prepare statistics regarding usage of the restaurant facilities and propose future actions.
• Draft technical specifications and terms of reference for the acquisition of restaurant and kitchen equipment and services and advice on the best sources of supply.
• Monitor technically all contracts related to the Bank restaurant management activities.
• Prepare regular reports on the Bank restaurant activities.
• Work within a team concept to develop and implement ways to improve the efficiency, effectiveness and quality of services in the restaurant.
• Recommend to General Services and Procurement Department Management list of hotels, catering, and restaurant service providers to serve Bank staff.
• Conduct regular market survey on hotel rates and propose adjustments in conformity with market prices.
• In consultation with Travel Administrator, negotiate tariffs with hotels in Africa and beyond on behalf of the Bank.
• Ensure that information on all hotels with contractual agreements with the Bank is maintained and posted on the Bank intranet for ease of reference.

Selection Criteria

• Hold a minimum of a Bachelor degree in Business, Hospitality/Events Management, Tourism, or other related fields.
• Have a minimum of six (6) years’ experience in events / hospitality management, hotel/tourism industry, operating food facility.
• Having private sector experience will be an added advantage.
• Ability to spearhead and manage change.
• Ability to communicate effectively orally and in writing.
• Ability to operate effectively in a matrix environment both as team leader and team member.
• Ability to deal sensitively in a multicultural environment and build effective working relations with clients and colleagues.
• Ability to draw on both theoretical knowledge and practical experience to design and develop a logistical plan which will provide a workable solution to an operational need.
• Ability to identify and understands relationships, constraints and pressures affecting others.
• Have excellent analytical capabilities and problem solving skills.
• Have excellent interpersonal skills, negotiating and emergency management skills.
• Strong organizational and time management skills.
• Good business and commercial acumen.
• The ability to think quickly, work in stressful circumstances and stay calm in a crisis.
• Financial, budgeting and stock-taking skills.
• Knowledge of food, food hygiene (including hazard analysis and critical control points) and food preparation.
• Ability to communicate effectively (written and oral) in English and/or French, preferably with a working knowledge of the other.
• Competence with MS Office. Competence in SAP is desirable.
• Competence in the use of standard Microsoft Office Suite applications; knowledge of SAP is an added advantage.

go to method of application »

Reference: ADB/19/195/2
Location: Abidjan, Cote D'ivoire
Position N°: 50069658
Grade: GS8

The Complex
The President, plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the ADB and the ADF. The President supervises several Departments and Units including Office of the President (PRST0); Integrity and Anti-Corruption Department (PIAC); Office of the Auditor General (PAGL); Group Risk Management Directorate (PGRM);  General Counsel and Legal Services Department (PGCL); Communication and External Relations Department (PCER); Staff Integrity and Ethics Office (PETH) and Office of the Secretary General & General Secretariat (PSEG)

The Hiring Department

• The Office of the President assists the President in planning, supervising and managing the business of the Bank Group. The Office of the President monitors, coordinates and supervises the implementation of various Bank programs based on the global or regional trends and emerging knowledge in the major development areas of agriculture, human and social development, energy and climate; and gender and civil society.
• The Office examines the impact of the Bank Group country and regional programs in responding to existing and emerging development trends and needs in the regional member countries, identifies new areas for business growth; leads and coordinates the preparation of technical and knowledge briefs for the President’s internal and external engagements; and monitors the effective and timely implementation of Presidential instructions, Board and Management decisions.
• Under other activities, the Office prepares and organizes the President’s missions and represents the Bank at international conferences and on working missions to member countries; organizes meetings with Bank’s Senior Management; reviews, evaluates and gives advice on communication and interaction between the Presidency and the various organs of the Bank; provides effective administrative and logistic support to facilitate implementation of the President’s programs; and prepares, monitors audit reports and follows up on the implementation of the recommendations of the reports

The Position

• The Job of Executive Assistant to the President, which falls under General Support Services that provides administrative support for the smooth running of the President Office, ensures that the President is freed from all tasks and administration, which could otherwise impede the efficient discharge of higher duties and responsibilities.
• Executive Assistant to President’s job facilitates and contributes to the success of the President in performing his role as a key functionary in the Bank’s strategy for the achievement of the High 5s.

Duties and Responsibilities
Under the guidance and overall supervision of the Chief of Staff and Director of Cabinet, the Executive Assistant to the President will perform the following:

Workflow Management:

• Devise and maintain office systems to deal efficiently with paper flow; organize and store paperwork, documents and computer-based information;
• Track and follow up on documents: deal with incoming email, faxes, post and correspondence;
• Distribute Papers from the Senior Vice President, Vice-Presidents and Board and maintain a follow up system.

Office Administration:

• Organize and attend to the President’s multiple engagements as required such as conference bridges, appointments, luncheons and other official events;
• Ensure that the President has all his materials for these meetings and engagements through provision of Agenda, minutes and supporting documents;
• Ensure travel, visas, accommodation and post-travel claims are done working with travel assistant and special assistant, occasionally, travel with the President to provide general assistance;
• Coordinate visits of senior management as needed, which includes in particular; the setting up of appointments, arranging logistics and transportation;
• Handle internal, external and general enquiries: screen telephone calls and requests as appropriate; welcome and look after visitors;
• Organize and maintain with daily accuracy the Schedule of the President in collaboration with the Chief of Staff
• Provide administrative assistance to the President’s office as required; these include the management of the filing and retrieval system, correspondence to the President;
• Screen incoming calls to ensure the effective use of the President’s time.

Support to analytical work:

• Take notes at meetings, write letters, prepare minutes - as requested;
• Ensure adherence to African Development Bank Group and protocol guidelines and policies for all administrative undertakings;
• Respond to inquiries from Bank executives, liaise with clients and other staff, facilitate coordination with other vice-presidencies; partner and work with other Assistants and groups in different locations;

Selection Criteria

• Hold at least a Bachelor's degree or its equivalent in Business Management, Commerce, Administration or related discipline;
• Training in report writing/administration/office management;
• Have a minimum of six (6) years of relevant and practical experience, in an executive office in a support function;
• Experience in supporting operations of international organizations is preferable;
• Having private sector experience will be an added advantage;
• Innovation and creativity;
• Good Communication;
• Problem solving;
• Client orientation;
• Team working and relationships;
• Operational effectiveness and efficiency and good planning skills;
• Track record in excellent scheduling and management of program at senior executive level (daily schedule and long-term schedule).
• Inter-cultural sensitivity;
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting;
• Skills in handling internal and external requests efficiently and professionally;
• Excellent sense of initiative, confidentiality, enthusiasm, and team spirit;
• Has high level of professionalism, work ethic, discretion and tact
• Organization – Time-keeping, Space and Task Skills;
• Broad knowledge of Business Concepts;
• Good knowledge of Administration and Office Support Services including Systems and Procedures;
• Proficiency in use of standard office equipment e.g., Computer, fax, photocopier, scanner, etc.;
• Advanced proficiency to quickly adapt to new technology by acquiring required skills;
• Ability to deploy sound judgment and make reasonable decisions in the absence of direction;
• Ability to deploy knowledge, skills and abilities to work effectively without constant and direct supervision or guidance; while working with diverse workforce;
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other;
• Bilingualism is advantageous;
• Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint, SAP and/or other integrated document management systems etc.).