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DISBURSEMENT REGISTRY AND RECORDS ASSISTANT

Location: 

Abidjan, CI

  • Grade : GS7 
  • Position No. : 50000777 
  • Posting Date: 06/21/2022 
  • Closing Date : 07/20/2022 

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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 (2013 – 2022) and ensure greater developmental impact, five major areas, 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 Finance oversees the financial management of the Bank Group. This encompasses the Bank Group’s treasury activities including borrowings from the capital markets and investment activities; controllership functions including financial reporting and loan administration; strategic resource mobilization and the strengthening of the non-statutory financial resources and instruments; the overall asset/liability management for the Bank Group.

 

THE HIRING DEPARTMENT/DIVISION:

 

The Financial Control Department of the African Development Bank (The Bank) is responsible for accounting for the financial consequences of the Bank Group’s transactions and decisions, and for the preparation, fair presentation and overall integrity of the internal financial reports and published financial statements. The department is also responsible for loan administration and accounting and related fiduciary responsibilities, including disbursement of funds to projects and programs financed by the Bank Group. Lastly, the department provides decision support and expertise in the development and implementation of financial control policies, operational and financial strategies and related information systems. 

The primary objective of the Loan Disbursement Division is to ensure compliance with key fiduciary related articles in the Agreement Establishing the African Development Bank and Fund. Ensure that adequate controls are maintained around the disbursement of Bank Group financed project.

 

THE POSITION: 

 

Under the Supervision of the Division Manager, the Disbursement Registry and Records Assistant is primarily responsible for :

  • receiving and registering disbursement applications;
  • determination of the completeness of borrowers’ requests in accordance with the Bank’s policies and procedures;
  • verification of documentation.
  • administration of the client connection platform.

The Disbursement Registry and Records Assistant report to the Chief Disbursement Controller. He/She works as part of a team responsible for ensuring timely disbursements of proceeds from Bank Group and cofinanced projects in accordance with relevant loan and protocol agreements and Bank Group policies.

   

KEY FUNCTIONS:

 

  • Receive disbursement applications sent to the Bank for payment; 
  • Provide accurate and efficient data input service in disbursement registry; 
  • Determine the completeness of the disbursement applications (ensuring complete banking details of the beneficiary, confirm applications signed by duly authorized persons etc.);
  • Update disbursement applications in SAP as additional previously missing information becomes available and ensure completeness
  • Create link between disbursement applications registered in SAP and electronic disbursement applications stored in the document management system
  • Create/maintain borrower, executing agency and supplier master data ensuring accuracy of bank account information;
  • Ensure effective transfer of disbursement applications between the registry and disbursement assistants/officers;
  • Manage the transfer of disbursement applications received on the client connection platform  and ensure prompt transfer to the document management system;
  • Ensure the completeness of disbursement applications received and registered in SAP;
  • Develop/maintain a filing, archiving and document tracking system;
  • Develop and maintain electronic filing system for key disbursement documents; 
  • Ensure the completeness, quality and accessibility of documents produced and received in the Division ;
  • Ensure effective management of the archiving space assigned to the department;

  • Manage the division email box and shared document folders;
  • Administer the client connection platform and help clients to register;
  • Respond to client queries submitted on the client connection platform;
  • Work with system developers to develop new functionality and enhance existing disbursement 

    process ;

  • Participate in training of disbursement assistants and officers in Headquarters and Country Offices on registry procedures

  • Participate in the design of materials for disbursement registry training;

  • Respond to questions regarding disbursement registration procedure;
  • Any other duties reasonably requested by management.

 

SELECTION CRITERIA: (including desirable skills, knowledge and experience)

 

  • A Bachelor’s degree in Information Systems Management or related field.
  • A minimum of 5 years of relevant practical working experience.
  • Excellent working knowledge of Microsoft Excel and competence in the use of other standard software used in the Bank such as SAP, Word, Access and Power Point. A good knowledge of Capture Perfect software and records system software (DARMS- IBM FileNet) will be an advantage.
  • Working experience using a centralized data management system in a large and busy archiving environment.
  • High level communication and organisational skills 
  • Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language. 
  • Strong analytical skills, with strong numerical ability, and great attention to detail.
  • Good interpersonal skills and ability to provide feedback.

 

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

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ONLY NATIONALS OF MEMBER COUNTRIES OF THE BANK WHO ALREADY HAVE THE RIGHT TO STAY AND WORK THERE WILL BE CONSIDERED FOR THIS POSITION. THE BANK DOES NOT SPONSOR OR SUPPORT APPLICATIONS FOR WORK PERMITS AND RELOCATION FOR THE POSITION IN QUESTION.

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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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