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Administrative Assistant (TA), ALSF

Location: 

Abidjan, CI

  • Grade : GS6 
  • Position No. : 50096188 
  • Posting Date: 06/26/2025 
  • Closing Date : 07/11/2025 

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THE AFRICAN LEGAL SUPPORT FACILITY (ALSF):

The African Legal Support Facility (ALSF) is an international organisation established by a Treaty in 2008. The Facility is housed by the African Development Bank. Its membership is open to (a) All AfDB Member States (b) other states (c) AfDB and (d) other international organisations or institutions. ALSF’s main objectives include: (i) assisting AfDB’s Regional Member Countries (RMCs) address litigation brought against them by vulture funds (and other such entities); (ii) creating an avenue for AfDB's RMCs to access technical advice when negotiating complex commercial transactions (especially in the area of infrastructure and natural resources); and (iii) investing in and organizing the training of legal counsel from participating RMCs to equip them with legal expertise necessary to better represent their countries.

The Governing Council is made up of representatives of the Facility’s member states, the Bank, and other international organizations. Its functions include determining and approving policy, appointing the Management Board, authorizing replenishments of resources, and appointing external auditors. The Management Board comprises five (5) persons appointed by the Governing Council and is responsible inter alia for approving the annual budgets and annual work programs, issuing By-laws, rules and regulations, and making decisions necessary to ensure the efficient and effective operations of the Facility, and overseeing the management of the Facility’s Endowment Fund and exercising of such powers as shall be delegated to it by the Governing Council.

The ALSF exercises both advisory and operational functions and responsibilities and renders legal support, advice and services in connection with all aspects of its business including drafting all legal instruments required for the operational activities of the institution and provision of legal opinions for its organs (Management Board and Governing Council).

 

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 AND DUTIES OF THE POSITION (description of the Key Functions/Activities/Tasks):

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

  1. 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.
  1. 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.
  1. 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.

4.         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.

 

COMPETENCIES REQUIRED FOR THE JOB (skills, experience, and knowledge required)

Required skills are those related to know-how and interpersonal skills:

  1. Good organisational, budgeting and planning skills will be highly desirable.
  2. Good organizational, analytical and writing skills, ability to make sound judgments and decisions.
  3. Ability to work under pressure in the dynamic setting of an international and multicultural setting.
  4. Speedy and efficient handing of internal and external requests.
  5. Ability to work and cooperate with others from diverse background.
  6. Excellent working knowledge and experience in administrative and sectorial skills and duties.
  7. Strong customer service skills, good organizational skills, ability to multitask, attention to detail and ability to work under pressure and with a diverse workforce.
  8. Excellent written and verbal communication skills in English and/or French, with a good working knowledge of the other language.
  9. 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
  10. Excellent levels of initiative, enthusiasm and team spirit, and interpersonal skills.
  11. 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.

 

QUALIFICATIONS AND EXPERIENCE REQUIRED

  • 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.

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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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