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BATCH RECRUITMENT OF SHORT-TERM STAFF - GENERAL ADMINISTRATION

Location: 

VL

 
  • Grade : GS5/6/7/8
  • Position No. :  
  • Posting Date: 09/18/2024 
  • Closing Date : 10/09/2024 

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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 Bank is seeking to build a management team that will lead the successful implementation of this vision.

 

THE CONTEXT:

 

The African Development Bank, from time to time, needs extra services provided by persons other than its regular staff to assist with additional activities not covered in the normal work program; replacement of regular personnel who are absent over long periods; and to occupy vacant positions within the time limits set by the Bank. The Bank aims to recruit candidates who possess the relevant academic background/training, experience, and in-depth technical knowledge in the required disciplines.

 

This batch recruitment is meant to constitute a pool of recommended candidates, to fill various Short – Term Staff (STS) positions of Team / Administrative Assistant, Procurement Assistant, Logistics Assistant, Travel Assistant and Protocol Assistant at GS5/6/7/8 grade levels within the Bank, as the need arises.

THE POSITION:

 The Short-Term Staff (STS) which falls under General Support Services category that provides administrative and technical support for the smooth running of the Team, ensures that the Head of Department/Division or Country Manager is freed from all tasks which could otherwise impede the efficient discharge of higher duties and responsibilities.

 Each Team has its unique functions, but the STS works more or less uniformly irrespective of the Team to assure hitch-free operations within the Team of the respective Department/Division/Country Office.

 Accordingly, the STS job facilitates and contributes to the success of the Head of Department/Division or Country Manager in performing their jobs effectively in furtherance of the Bank’s strategy for the achievement of the High 5’s

 

KEY FUNCTIONS:

 

Under the General guidance and overall supervision of the Head of Department/Division or Country Manager, the STS will perform the following duties and responsibilities, depending on the assigned role: 

 

  1. TEAM / ADMINISTRATIVE ASSISTANT

 

  1. Workflow Management
  • Undertake such transactional tasks and processes that support the smooth running of the work of the Teams.
  • Provide support and follow up on routine administrative correspondence and processes.
  • Undertake correspondence and tasks 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 Manager / Team Leader for clearance, approval or signature.
  • Review and prioritize important correspondence and tasks for execution.
  • Follow-up and ensure that tasks are completed with dispatch and within given deadlines.

 

  1. Communication and Liaison
  • Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency. of each, including redirecting to the concerned division members or action parties as appropriate.
  • Facilitate the arrangements for meetings with respect to their timings and booking of venue.
  • Provide support to the Manager / Team for appointments with official visitors and/or staff members.
  • Follow up on work deadlines for routine and assigned tasks.
  • Schedule meetings for the Manager / Team, according to schedules and Agenda for the week.
  • Arrange time and venue for meetings, and provide support required for their success.
  • Write meeting reports/minutes.

 

  1. Record Keeping and Documentation
  • Maintain a filing system in both hard and soft copies to meet the needs of the department / division.
  • Keep a weekly calendar of activities that shows all meetings to be attended by the Manager / Team Leader as well as by other staff members. It also includes all external visits to the Department.
  • 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.
  • Maintain Contact address / Mailing directory of partners working with the Division / Team / Department.

 

  1. Office Administration
  • Make travel arrangements for the manager / Team including tickets, hotel reservation, etc.
  • Support the preparation of presentations as required.
  • Photocopy and send electronic communication when the need arises.
  • Undertake any other related tasks as assigned by the Manager / Team Leader.
  • Provide administrative support, including preparation of administrative and budget forms and processing of requests in SAP, SRAS an any other available e-platform.
  •   Assist in preparing and managing contracts and bills of consultants and providers, from the beginning of the process to the end.
  • Assist in submitting, managing and regularly tracking consultants and providers payments.
  • Assist with procedures for creating and renewing freelance interpreters' purchase orders in SAP.
  • Ensure logistics arrangement and any other duties for events organization.

 

  1. PROCUREMENT ASSISTANT
  1. Perform day to day operations on the e-procurement platform and to provide assistance to suppliers to submit their offers.
  2. Supports vendors management (creation, assessment, updating data) and Database maintenance.
  3. Provide Technical assistance to the Bank staff on purchase requisition, purchase order and contract transactions in SAP Material Management (MM).
  4. Supports preparation of reports (semestrial and annual) and statistics related to the activities.
  5. Providing, users guide, knowledge transfer, and training on the use of the Corporate Procurement IT tools.
  6. Working with Information Technology department (TCIS) to ensure that the IT systems are available for the department activities.
  7. Publishing Bids in the intranet, internet, SRM and any other publication portal.
  8. Providing technical assistance for the effective use of the IT solutions developed for and within the division / department.

 

  1. PROTOCOL ASSISTANT:
  1. Conduct the arrival and departure formalities at the airport for Bank officials and any other person invited by the Bank.
  2. Transmit and monitor the processing of visa application files, diplomatic cards and any other document of bank staff, in diplomatic missions and consulates accredited in the host country.
  3. Write a verbal note draft notes and any other required protocol documents.
  4. Monitor the files of requests for exemption from VAT to taxes on invoices for purchases and services provided to public services (customs, foreign affairs, postal service, etc.).
  5. Transmit and monitor the processing of files in the competent authorities of the host country, requests for tax exemption and the registration of vehicles of the international staff of the Office.

 

  1. LOGISTICS ASSISTANT
  1. Ensure the proper functioning of the Bank's electrical installations, furniture and all equipment on a daily basis.
  2. Follow customer requests.
  3. Monitor the execution of maintenance services and installations of equipment and furniture.
  4. Ensure day-to-day management of fixed assets with the view to protecting Bank fixed assets.

 

  1. TRAVEL ASSISTANT
  1. Receive, sort and check all Bank authorized travels.
  2. Communicate with the Bank authorized travelers to confirm itinerary details.
  3. Request booking arrangements from various travel agents or airlines.
  4. Provide authorized travelers with final air ticket.
  5. Notify authorized travelers about all changes related to their itinerary and travel arrangements and assist them in facing all implications.
  6. Receive and ascertain invoices from air ticket suppliers.

 

  1. Assist with all other tasks assigned to the department as requested by the manager / supervisor.

 

 

COMPETENCIES (skills, experience, and knowledge):

 

  • Hold a minimum of a Bachelor’s Degree or its equivalent in Business Management, Commerce, Communication, Administration, Accounting and Finance, Information Technology, Procurement, Engineering, or a related field.
  • A qualification in the relevant field such as secretarial studies , asset management, procurement and supply chain, logistics, travel management, protocol duties will be an added advantage.
  • Have a minimum of four (4) years of relevant work experience in international Organizations, Development Banks or similar institutions.
  • Proof of citizenship or evidence of permanent residency or work authorization in the proposed country of employment.
  • Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
  • Good knowledge of budgeting and planning is highly desirable.
  • Demonstrable commitment to delivering excellent customer service focused reception and administration services.
  • Be able to multitask, excellent problem-solving skills and attention to details.
  • Good innovative and creative approaches to activities in order to enhance performance and create added benefits for the clients and the organization.
  • Integrity and confidentiality.
  • Good written and oral skills in French or English, depending on the official language of the country of duty station.  A good working knowledge of the other language will be considered an added advantage.
  • Competence in the use of Bank standard software (Word, Excel, PowerPoint, and Access). Knowledge of SAP or Amadeus 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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