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: Human Resources Assistant (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 permanent 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 positions of HR Assistants at GS6/7/8 grade levels, Short – Term Staff (STS) within the Bank, as the need arises.

The Position

• The STS which falls under General Support Services that provides administrative support for the smooth running of the Team, ensures that the Department/Division Manager is freed from all tasks which could otherwise impede the efficient discharge of higher duties and responsibilities.
• The HR Assistant’s job facilitates and contributes to the success of the Department/Division 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 Director/Division Manager, the HR Assistant will perform the following duties and responsibilities, depending on the assigned role:
Recruitment:

• Assist the Recruitment Officer with candidate evaluation process (compiling tables on Excel sheets, follow up/tracking of submission of candidates’ evaluation reports, obtaining signatures on documents, etc.
• Compile spreadsheets for long listed/ short-listed candidates using advanced excel skills.
• Make arrangements for interviews logistics such as:
• Sending interview invitations to candidates, follow up on phone calls/fax messages to confirm candidate availability.
• Organize interview panels, prepare documentation for panel members, confirm interpretation service, make meeting rooms and coffee break reservations.
• Draft recruitment proposals in support of successful candidates for clearance by Recruitment Officer and submission relevant approvals.
• Follow up with preparation of letter and rejection letters to the unsuccessful candidates.
• Prepare requests to universities/institutions for verification of diplomas/certificates for all candidates recommended for recruitment and assist with conducting reference checks of candidates ‘former supervisors.
• Maintain database of recruitment process.
• ¨Prepare reports with updates on the status of recruitment of the positions through the e-recruitment tool (SAP).
• Serve as focal point for responding to inquiries.
• Attend interviews as secretary to the Interview Panel
• Prepare interview reports and circulate the report to the panel members for signature.
• Ensure follow up actions on offers made to candidates.
• Follow assumption of duty process for newly recruited staff members.
• Maintain regular communication with the new staff member prior to assumption of duty regarding various inquiries and assist with transition issues, remaining customer focused.
• Welcome new staff members upon arrivals and provide assistance with transition in collaboration with the Onboarding team members.
• Perform day-to-day office management; assistance to colleagues in the accomplishment of their tasks when required to further the goals of the division.
• Provide administrative support to Team members/Recruitment Officer.
• Plan meetings and reserve conference rooms.
• Data entry, order stationary and make photocopies.
• Perform other duties when required.

HR Operations Administration:

• Preparing HR Administrative documents and decisions relating to regular and Short-term staff, Technical Assistants, Secondees, Project Staff and others. These documents include new staff appointment contracts, and contract renewals, staff promotions letters, transfer letters and any administrative letter related to the employee lifecycle.
• Maintaining a database of mandatory templates and letters required for the full execution of the HR Administration activities.
• Ensuring in liaison with Records/Master Data Section that electronic personnel files are up to date.
• Monitoring staff probation periods for Projects Staff and contract renewals for Project Staff, Technical Assistance Personnel and Senior Advisors/Advisors to Executive Directors.
• Ensuring, in liaison with Records/ Master Data section, the maintenance of the contract renewals/probationary periods in the Human Resources Information Systems (HRIS).
• Ensuring, in liaison with Records/master Data Section and HR Direct, the administration of staff dependents for new hires and for adopted children.
• Assisting staff members with administrative procedures for adoption.
• Working with the necessary section in the HR Operations Division, in problem resolution and treatment of queries form employees.
• Coordinating in the administration of assumption of duty of Bank staff, Technical Assistants, Secondees and Project staff.
• Assisting in the administration of relocation/repatriation of Staff transfers/Staff movements including Promotions, employment terminations.
• Collecting staff movements data within and without the Bank and informing on due time SAP Security and IT Teams.
• Drafting reports related to HR Administration activities.

Administration:

• Schedule meetings for the team, according to schedules and Agenda for the week.
• Facilitate the arrangements for meetings with respect to the timings and booking of venue.
• Arrange time and venue for meetings.
• Write meeting reports/minutes.
• Provide support and follow up on routine administrative correspondence and process.
• 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 for clearance, approval or signature.
• Make travel arrangements for the team including tickets, hotel reservation, etc.
• Proceed with claims.
• PO and PR creation in SAP.
• Management of absences and team mission calendar.
• Offices supplies requests and reception.
• Process Purchase Requisitions assigned to the Functional Group related to procurement of goods, services and works.

Competencies (Skills, Experience, and Knowledge)

• Hold at least a bachelor’s degree in Human Resources Management, Business Management, Administration, Commerce or related discipline.
• Have a minimum of four (4) years of relevant and practical experience.
• Having private sector experience will be an added advantage.
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
• Handling internal and external requests efficiently.
• Ability to work and cooperate with others from diverse background.
• Ability to manage simultaneous and shifting demands, priorities and tight deadlines.
• Demonstrable commitment to delivering excellent customer service focused reception and administration service.
• Problem Solving.
• Client Orientation.
• Team working.
• Operational effectiveness.
• Innovation and Creativity.
• Integrity and confidentiality.
• Good written and oral skills in French or English, preferably with a good working knowledge of the other language.
• Competence in the use of Bank standard software (Word, Excel, PowerPoint and Access). Knowledge of SAP is an added advantage.

Application Closing Date
2nd October, 2024.