Administrative and Finance Assistant at African Development Bank (AfDB)

Under the supervision of the Resident Representative, EGFO, and working in collaboration with the Finance and the General Services and Procurement units at Headquarters, the Administrative and Finance Assistant will maintain strict compliance with the Bank’s policies and guidelines, and assist in administrative services including accounting and budgeting, human resources and facilities keeping with procedures and the efficient use of resources. Other specific duties and responsibilities include:

• Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance with the Bank’s rules;
• Timely preparation and updating of procurement plans for EGFO;
• Support to Country Office procurement processes including local market surveys and preparation of procurement requests in accordance with Bank rules and regulations by providing accurate information on prices, specifications, freight  and source of local manufacturers/authorized dealers/ suppliers etc;
• Act as liaison between Egypt Field Office and the Government of Egypt, monitoring communication and follow through, status of information and documents between the Government and EGFO;  
• Plan and carryout Country Office protocol and logistical functions related to EGFO missions/visitors and special events (participants, meeting and conferences);
• Preparing & maintaining the petty cash book;
• Assist in maintaining the accounting books and records of the EGFO;
• Assist in proper control of the supporting documents for payments and financial reports for  the payment execution and monitoring payment status;
• Assist in preparing documents to monitor the use of the Office’s resources, schedules missions, short-term contracts, temporary staff; and ensuring that all contracts are performed accordingly;
• Assist in managing and maintaining the physical inventory of assets of the Country Office;
• Ensures operation of office equipment by completing preventive maintenance requirements; calling for repairs; evaluating new equipment and techniques.
• Assist in managing inventories of the office supplies, and managing requisitions from Headquarters and local procurement, as the case may be;
• Maintenance of files  related to personnel,  finance, procurement, administrative, logistical, Programme/project matters;
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans
• In addition to the above, performs any other additional duties as may be directed by Resident Representative.

Including desirable skills, knowledge and experience

• At least a bachelor’s degree in Business Administration, accounting, and/or finance;
• Practical experience of at least 6 years in  administrative and financial accounting as well as the full range of office support work, with a high level of sustained performance;
• The last 3 years’ working experience should be relevant and practical and gained as an accountant or finance assistant, preferably with an international organization, and /or donors.
• Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems.
• Strong interpersonal and verbal communication skills.
• Proven ability to work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups.
• Competence in the use of Bank standard software (Word, Excel, Access, MS Projects and PowerPoint), with Knowledge of SAP is an advantage.
• Strong written and verbal communication skills in English, with knowledge of French as an advantage.

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Under the supervision of the Resident Representative, EGFO, and working in collaboration with the Finance and the General Services and Procurement units at Headquarters, the Administrative and Finance Assistant will maintain strict compliance with the Bank’s policies and guidelines, and assist in administrative services including accounting and budgeting, human resources and facilities keeping with procedures and the efficient use of resources. Other specific duties and responsibilities include:

• Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance with the Bank’s rules;
• Timely preparation and updating of procurement plans for EGFO;
• Support to Country Office procurement processes including local market surveys and preparation of procurement requests in accordance with Bank rules and regulations by providing accurate information on prices, specifications, freight  and source of local manufacturers/authorized dealers/ suppliers etc;
• Act as liaison between Egypt Field Office and the Government of Egypt, monitoring communication and follow through, status of information and documents between the Government and EGFO;  
• Plan and carryout Country Office protocol and logistical functions related to EGFO missions/visitors and special events (participants, meeting and conferences);
• Preparing & maintaining the petty cash book;
• Assist in maintaining the accounting books and records of the EGFO;
• Assist in proper control of the supporting documents for payments and financial reports for  the payment execution and monitoring payment status;
• Assist in preparing documents to monitor the use of the Office’s resources, schedules missions, short-term contracts, temporary staff; and ensuring that all contracts are performed accordingly;
• Assist in managing and maintaining the physical inventory of assets of the Country Office;
• Ensures operation of office equipment by completing preventive maintenance requirements; calling for repairs; evaluating new equipment and techniques.
• Assist in managing inventories of the office supplies, and managing requisitions from Headquarters and local procurement, as the case may be;
• Maintenance of files  related to personnel,  finance, procurement, administrative, logistical, Programme/project matters;
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans
• In addition to the above, performs any other additional duties as may be directed by Resident Representative.

Including desirable skills, knowledge and experience

• At least a bachelor’s degree in Business Administration, accounting, and/or finance;
• Practical experience of at least 6 years in  administrative and financial accounting as well as the full range of office support work, with a high level of sustained performance;
• The last 3 years’ working experience should be relevant and practical and gained as an accountant or finance assistant, preferably with an international organization, and /or donors.
• Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems.
• Strong interpersonal and verbal communication skills.
• Proven ability to work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups.
• Competence in the use of Bank standard software (Word, Excel, Access, MS Projects and PowerPoint), with Knowledge of SAP is an advantage.
• Strong written and verbal communication skills in English, with knowledge of French as an advantage.