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Documentation Assistant

Location: 

Abidjan, CI

  • Grade : GS7 
  • Position No. :  50000840
  • Posting Date: 08 November 2021 
  • Closing Date : 07 December 2021 

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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 (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 President, plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Fund. The President supervises several Departments and Units including Office of the President ; Independent Development Evaluation Department ; Integrity and Anti-Corruption Department; Compliance Review and Mediation Unit; Secretariat to the Sanctions Appeals Board ;  Administrative Tribunal ; Office of the Auditor General ; Group Risk Management Directorate ;  General Counsel and Legal Services Department ; Communication and External Relations Department  ; Staff Integrity and Ethics Office  and Office of the Secretary General & General Secretariat.

 

THE HIRING DEPARTMENT:

 

The role of the Bank’s Office of the Secretary General and General Secretariat (PSEG) is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, High 5s, and Development and Business Delivery Model (DBDM) by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. PSEG is comprised of: (i) the Immediate Office of the Secretary General (PSEG.0) which has the additional responsibility of managing the Records Management and Archives Section as well as the as well as the Corporate Governance Policy Coordination and Shareholder Relations Section and the Conferences and Meetings Section; (ii) a Board Affairs and Proceedings Division (PSEG.1); and (iii) a Protocol, Privileges and Immunities Division (PSEG.2).

 

THE DIVISION (PSEG.1)

 

The main functions of the Board Affairs and Proceedings Division (PSEG.1) are to: (i) Prepare the work programs, agenda and schedules of meetings of the Boards and Committees; (ii) Organize meetings of the Boards and their committees, as well as provide them with secretarial services; (iii) Provide secretariat services for the Boards of Governors and their subsidiary organs, and manage the relations between these Boards and Senior Management; (iv) Monitor the implementation of decisions of the Boards by the organizational units concerned; (v) Provide administrative, and support services to Elected Officers, and provide recruitment support for their offices; and (vi) Preserve and safeguard the Bank’s institutional memory.

 

THE POSITION:

 

The overall objective of this role are:

  • Control the quality of Board documents and ensure their timey distribution (electronic copy);
  • Index in DARMS, all electronic documents distributed to ensure ease of retrieval.
  • Retrieve documents from DARMS for Executive Directors, their staff, Senior Management and Bank staff
  • Cover Board and Committee meetings and prepare the meeting attendance lists.
  • Participate in Bank Group Annual Meetings

 

KEY FUNCTIONS:

 

Under the direct supervision of the Head of the Board Programming Coordination & Quality Control Section and general supervision of the Division Manager, the incumbent shall perform the following:

 

Distribution of Board Documents (Electronic and Hard Copies):

 

  1. Ensure that the titles, reference numbers and dates on documents are correct before distributing the documents
  2. Carryout rapid comparative checks to ensure conformity between English French documents
  3. Monitor and distribute documents to Board members and their Committees within the required deadlines
  4. Good knowledge and adequate use of the Governors database to transmit letters and sensitive documents to Bank Group Governors
  5. Register all documents transmitted to Senior Management

 

Meeting Coverage:

 

  1. Participate in the coverage of Board and Committee meetings, seminars, working groups and conferences
  2. Facilitate the circulation of messages among Board members during meeting
  3. Usher in Senior Management and staff authorized to attend the meeting into the Board or meeting rooms
  4. Transmit written or verbal messages from staff in the meeting room to those outside and vice versa
  5. Prepare the meeting attendance lists for the Secretary General and Conference Analysts

 

Document Indexing:

 

  1. Index documents in DARMS and ensure the correct Entry Template, folder, document class, document type and value are selected to ensure documents are properly indexed;
  2. Conduct document (projects/programmes, policy documents, and activity reports) searches in DARMS at the request of Executive Directors and staff members

 

Participation in Bank Group Annual Meetings:

 

  1. Contribute to the processing of Annual Meetings documents and participate in the meetings.

 

COMPETENCIES (skills, experience and knowledge):

 

  1. Hold at least a Bachelor degree in Management, Development, Communications, International Relations, IT or other related discipline.
  2. Have a minimum of five (5) years of relevant and practical professional experience in dealing with the processing of documentation.
  3. Expert knowledge of document processing procedure
  4. Good knowledge of work procedures of the Bank and the Board
  5. Have good knowledge of records classification
  6. Able to quickly adapt and use new technology relating to records management
  7. Competence in communications with strong interpersonal skills
  8. Attention to details
  9. Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
  10. Competence in the use of standard Microsoft Office Suite applications (Word, Excel, Access and Power Point); knowledge of SAP (or other integrated document management system or quantitative and qualitative data analysis packages is an added advantage

 

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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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