African Development Bank Group (AfDB) – 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 80 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

We are recruiting to fill the position below:

Job Title: General Administration (Short Term Staff)

Location: Worldwide
Position Grade: GS6/7/8

The Complex

• 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 that provides administrative support for the smooth running of the Team, ensures that the Complex/Department/Division/Country Office 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 Complex/Department/Division/Country Office.
• Accordingly, the STS’s job facilitates and contributes to the success of the Complex/Department/Division/Country Office 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:

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.

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.

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.

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.

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.

Application Closing Date
10th October, 2024.