Jobs at African Development Bank - AfDB

Position Number: 50071221
Position Grade: GS6

The Position

• The job of Department Assistant which falls under General Support Services that provides administrative support for the smooth running of the Department, ensures that the Director is freed from all tasks which could otherwise impede the efficient discharge of high duties and responsibilities.
• Each Department has its unique functions, but the Department assistant works more or less uniformly irrespective of the Departments to assure hitch-free operations within the office of the respective Directorate.
• Accordingly, the Department Assistant’s job facilitates and contributes to the success of the Director in performing his/her role for the achievement of the High 5s.

Key Functions
Under the General guidance and overall supervision of the Director, the Department Assistant will perform the following:
Workflow Management:

• Receive and register all incoming and outgoing documents of the Department.
• Ensure that documents presented for Director’s signature are complete, with necessary attachments and background documents
• Draft general or administrative correspondence on own initiative or based on instructions and finalize for the Director's signature.
• Verify that outgoing correspondence is presented in accordance with the Bank’s accepted formats and check on probable typographical errors, presentation, completeness, and procedural accuracy of all documents submitted to the Director for clearance, approval or signature.
• Review and classify priority and important correspondences and submit accordingly.
• Follow-up and ensure that target dates and deadlines are met using appropriate tracking tools, and that correspondence and queries are responded to promptly.
• Channel correspondence for action by the Director or send it directly to the concerned Division, if necessary.

Communication and liaison:

• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned divisions, as appropriate.
• Screen Director's calls/visitors, make appointments for visitors to meet the Director or the Division Manager concerned.
• Provide background information to the Director for appointments with official visitors and/or staff members.
• Relay information between the Director, Division Managers and other staff members of the department.
• Follow up on work deadlines with Division Managers.
• Schedule weekly team and ad hoc meetings for the Director, according to schedules and Director's Agenda for the week.
• Arrange time and venue for meetings, collect necessary background materials of meetings needed from the relevant Departments/Divisions; Remind Division Managers and other staff members about scheduled meetings.

Record keeping and documentation:

• Maintain a filing system in both hard and soft copies to meet the needs of the Department.
• Keep a weekly calendar of activities that shows all meetings to be attended by the Director 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 Department.

Office Administration:

• Make travel arrangements for the Director, including tickets, hotel reservations, etc.
• Assist in the preparation of presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
• Perform other office administration tasks (photocopies, emails) when the need arises.

Competencies (skills, experience and knowledge)

• Hold at least a Bachelor’s Degree in Business Management, Commerce, Administration or related discipline.
• Training in secretarial Science and/or Administration and Office Management is advantageous.
• Have a minimum of four (4) years of relevant and practical experience in administrative and secretarial roles, in similar offices of international Organizations, Development Banks or similar institutions.
• Having private sector experience will be an added advantage.
• Good knowledge of administration and office support services, including systems and procedures.
• Good coordination skills - methodical and self-organized.
• Demonstrable commitment to delivering excellent customer service focused reception and administration service.
• Good interpersonal, planning and organizational skills.
• Ability to think quickly to respond to immediate requests.
• Flexibility to adapt, positive attitude towards change, and a constructive and creative approach to problem solving.
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopies, etc.).
• Communication.
• Problem Solving.
• Client Orientation.
• Team working.
• Operational Effectiveness.
• Innovation and Creativity.
• Attention to detail.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Bilingualism, knowledge of Arabic, Portuguese, etc. is an advantage.
• Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint, SAP and/or other integrated document management system).

go to method of application »

Position Number: 50110968
Position Grade: GS4

The Complex

• The People and Talent Management Vice-Presidency (PTVP) ensures the delivery of efficient, people-focused, and customer-oriented corporate services to guarantee overall corporate effectiveness in all aspects of the Bank's corporate services.
• The Complex spearheads efforts to ensure the Bank's competitiveness as an employer of choice.
• It is responsible for providing operational leadership in the formulation and implementation of the Bank's strategies in people management, information technology, corporate general services and procurement, language services, business continuity, health and safety.

The Hiring Department

• The overall objective of the Medical Services and Employee Welfare Division is to make the Bank an employer of choice by offering staff members the most favourable and healthy working environment possible.
• Its mission is to lead the transformation of the Bank's occupational health and medical services and to strengthen health promotion, prevention strategies, and comprehensive interventions to protect, preserve, and promote the health and well-being of all staff members - healthy lifestyles for all.

The position

• The Nursing and Hygiene Assistant will ensure and maintain the high hygiene standards of the medical center and its environment by:  disinfecting daily the doctors' and nurses' consulting rooms, the emergency room, the laboratory, the pharmacy, reception, etc.
• He/she will also assist the doctors and nurses in providing care by applying dressings, taking vital signs etc. 

Key Functions

Under the general supervision and guidance of the Chief Medical Officer, the Nursing and Hygiene Assistant will assume the following functions:

• Warmly welcome, inform and support patients;
• Provide hygiene and comfort care to patients;
• Assist the clinical team (doctors & nurses) in providing care;
• Ensure the maintenance and hygiene of the immediate environment:
  • Consultation rooms, emergency room, patient observation rooms, etc.;
  • Medical Centre toilets.
• Supervise the work of the Medical Centre's cleaning staff.
• Maintain care equipment:
  • Prepare medical equipment (trays, kidney dishes, instrument trays, etc.).
  • Decontaminate medical equipment (examination tables, patient beds, treatment trolley, etc.);
  • Disinfect and sterilize medical equipment.
• Ensure that the infirmary and emergency rooms are supplied with absorbent cotton rolls, disinfectant wipes, antiseptic gels, liquid soaps, aerial disinfectant sprays, etc.;
• Manage stocks (antiseptic gels, disinfectant wipes, liquid soaps, aerial disinfectant sprays, etc.);
• Supervise daily cleaning and disinfection of ambulances (before and after use)
• Manage the Medical Centre's storage areas (organization, maintenance, etc.).
• Participate in therapeutic patient education.
• Perform any other duties associated with the position, as required.

Compentencies (skills, experience, and knowledge)

• Holder of a BTS/DUT or Professional Aptitude Certificate (C.A.P.) for Nursing Assistant or any other equivalent diploma;
• Demonstrate at least three (3) years of experience as a Nursing and Hygiene Assistant;
• Ensure strict adherence to patient confidentiality;
• Motivated and diligent, welcoming, discreet and empathetic towards patients, etc.
• Organized, rigorous, proactive and reactive.
• Ability to work in a team and demonstrate flexibility and adaptability.
• Good written and oral communication skills in French and/or English, with a working knowledge of the other language;
• Good knowledge of standard Microsoft Office Suite applications (Word, Excel).
• Immediate availability.