Team Assistant

• Grade : GS6 
• Position No. : 50071221 
• Posting Date: 11/12/2024 
• Closing Date : 11/26/2024 

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THE BANK:

Established in 1964, the African Development Bank is the premier pan-African development institution, promoting economic growth and social progress across the continent. There are 81 member states, including 54 in Africa (Regional Member Countries).  The Bank’s development agenda is delivering the financial and technical support for transformative projects that will significantly reduce poverty through inclusive and sustainable economic growth. In order to sharply focus the objectives of the Ten-Year Strategy (2024 – 2033) and ensure greater developmental impact, five major areas (High 5s), all of which will accelerate our delivery for Africa, have been identified for scaling up, namely; energy, agro-business, industrialization, integration and improving the quality of life for the people of Africa.

THE COMPLEX:

The Vice Presidency for Private Sector, Infrastructure and Industrialization is central to the Bank’s mission of developing the private sector, improving infrastructure and accelerating industrialization. The complex main functions are to (i) strengthen the enabling environment for private sector [and financial sector] development conducive to inclusive growth and sustainable development, (ii) support the development of reliable and sustainable infrastructure, including cities and urban development, and (iii) place renewed emphasis on industrial and trade performance in support of structural transformation across Africa. The Complex leverages knowledge, co-financing, and partnerships to attract private capital and work with governments on delivering the Bank’s development agenda.

THE HIRING DEPARTMENT:

The Infrastructure and Urban Development Department (PICU) provides assistance to the Bank Regional Member Countries (RMCs) in the form of loans and grants to finance transport projects and programs; and non-lending knowledge products to formulate and implement transport sector policies and strategies, sector reforms to ensure best practices are mainstreamed in policy, planning, programming, institutional governance, and maintenance and operation.

The Infrastructure and Urban Development is to foster advancement of infrastructure and cities in Africa by detailed development of appropriate interventions which the Bank might finance on a regional, national or a continent-wide basis.

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:

a) WORKFLOW MANAGEMENT

1. Receive and register all incoming and outgoing documents of the Department.
2. Ensure that documents presented for Director’s signature are complete, with necessary attachments and background documents
3. Draft general or administrative correspondence on own initiative or based on instructions and
   finalize for the Director's signature.
4. 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.
5. Review and classify priority and important correspondences and submit accordingly.
6. Follow-up and ensure that target dates and deadlines are met using appropriate tracking tools, and that correspondence and queries are responded to promptly.
7. Channel correspondence for action by the Director or send it directly to the concerned Division, if
   necessary.

b) COMMUNICATION AND LIAISON

1. 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.
2. Screen Director's calls/visitors, make appointments for visitors to meet the Director or the Division
   Manager concerned.
3. Provide background information to the Director for appointments with official visitors and/or staff
   members.
4. Relay information between the Director, Division Managers and other staff members of the department.
5. Follow up on work deadlines with Division Managers.
6. Schedule weekly team and ad hoc meetings for the Director, according to schedules and Director's
   Agenda for the week.
7. 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.

c) RECORD KEEPING AND DOCUMENTATION

1. Maintain a filing system in both hard and soft copies to meet the needs of the Department.
2. 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.
3. 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.
4. Maintain Contact address / Mailing directory of partners working with the Department.

d) OFFICE ADMINISTRATION

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

COMPETENCIES (skills, experience and knowledge):

1. Hold at least a Bachelor’s degree in Business Management, Commerce, Administration or related
   discipline.
2. Training in secretarial Science and/or Administration and Office Management is advantageous.
3. 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.
4. Having private sector experience will be an added advantage.
5. Good knowledge of administration and office support services, including systems and procedures.
6. Good coordination skills - methodical and self-organized.
7. Demonstrable commitment to delivering excellent customer service focused reception and
   administration service.
8. Good interpersonal, planning and organizational skills.
9. Ability to think quickly to respond to immediate requests.
10. Flexibility to adapt, positive attitude towards change, and a constructive and creative approach to
    problem solving.
11. Proficiency in the use of standard equipment (computer, fax, scanner, photocopies, etc.).
12. Communication.
13. Problem Solving.
14. Client Orientation.
15. Team working.
16. Operational Effectiveness.
17. Innovation and Creativity.
18. Attention to detail.
19. Ability to communicate effectively (written and oral) in English or French, preferably with a
    working knowledge of the other.
20. Bilingualism, knowledge of Arabic, Portuguese, etc. is an advantage.
21. Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint,
22. SAP and/or other integrated document management system).

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THIS POSITION IS CLASSIFIED LOCAL POSITION STATUS AND DOES NOT ATTRACT INTERNATIONAL TERMS AND CONDITIONS.

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Should you encounter technical difficulties in submitting your application, please send an email with a precise description of the issue and/or a screenshot showing the problem to: HR Direct HRDirect@AFDB.ORG

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Applicants who fully meet the Bank's requirements and are considered for interview will be contacted. Only online applications submitted with a comprehensive Curriculum Vitae (CV) and copies of the required degrees will be considered. The President, AfDB, reserves the right to appoint a candidate at a lower level.  The African Development Bank is an equal opportunities employer. Female candidates are strongly encouraged to apply. http://www.afdb.org

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The African Development Bank Group (AfDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the Bank does not request information on applicants’ bank accounts. The African Development Bank Group declines all responsibility for the fraudulent publications of job offers in its name or, in general, for the fraudulent use of its name in any way whatsoevera

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“Please note that the Bank does not accept dual nationality. Therefore, you are required to declare the nationality you would like to be considered by the Bank throughout your career, if hired. Please upload supporting Government issued IDs such as passport, National Identity Card or Certificate etc.”

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