Administrative Assistant - Compliance Review & Mediation Unit
- Grade: GS7
- Position N°: NA
- Reference: ADB/11/060
- Publication date: 25/04/2011
- Closing date: 23/05/2011
Objectives
The Compliance Review and Mediation Unit (CRMU) is recruiting an Administrative Assistant.
CRMU administers the Independent Review Mechanism (IRM) which was established by the Boards of Directors of the African Development Bank and the African Development Fund in 2004 and has been in operation since 2006. The IRM mandate is to respond to complaints of people who are or likely to be adversely impacted by a Bank financed project due to non-compliance with the Bank Group policies and procedures. The mechanism handles the complaints through problem solving and/or compliance review.
CRMU is headed by a Director, and supported by three compliance officers and administrative and secretarial services. Interested applicants can find more information about the IRM Operational Rules and Procedures on the website
Duties and responsibilities
The level of responsibility associated with the position as Administrative Assistant requires the job holder to work independently, and with a high degree of diplomacy and sensitivity for confidential issues. The nature of the work might require occasional overtime work and availability after normal working hours. The job holder’s main duties and responsibilities will include but are not limited to:
Workflow management
- Devise and maintain efficient office systems.
- Track and follow-up on documents, draft letters and memoranda, monitor incoming emails, deal with faxes and general correspondence and briefs.
- Ensure secure filing of sensitive and confidential information.
- Proof reading of translated documents to ensure comparability with the original texts.
Office Administration
- Organize and attend to multiple meetings, appointments, luncheons and events to ensure that responsible management is well prepared.
- Arrange travel, visa and accommodation; travel occasionally with management to provide general assistance. Arrange logistics for visiting delegations, including IRM experts and consultants.
- Handle internal and general public enquiries; screen telephone calls from within the bank and from external collaborators, and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and to make and follow-up on appointments.
- Provide assistance to staff members reporting directly to the supervisor and to the IRM Experts, in addition to providing assistance to their direct reports.
- Provide general administrative support for the Unit by liaising with CGSP in respect of office accommodation, allocation of office furniture, equipment and supplies as allocated to the Unit. Request for repair and maintenance works and follow-up to ensure that such works have been satisfactorily carried out.
- Initiate and prepare various administrative documents and forms, such as staff lists, staff absences (annual leave, home leave, excuses absence, and maternity leave), as well as statistical data on staff, as required.
Resource Management
- Manage systems; create and process expense reports in SAP
- Be conversant with DACON applications and procurement rules in regard to hiring of consultants.
- Assist the management in issues concerning resources such as administrative budget; monitor and review expenses and bring issues to the attention of management.
- Participate in the preparation of the annual budget and reporting by inputting data and monitoring thereof.
- Participate in the monitoring and update data on Work schedule and Key Performance Indicators.
Analytical Work
- Produce documents, briefing papers, reports, spreadsheets and presentations.
- Take notes at meetings, write letters, and prepare minutes as requested.
- Assist where applicable with the programming of operational activities by using the appropriate software.
Problem Solving
- Respond to inquiries; liaise with clients and other staff; coordinate with other members of staff.
- Carry out background research in field of competence and present in a logical manner.
- Perform any other duties reasonably requested by the Director.
This Position Does Not Attract International Terms and Conditions
(The incumbent of the position will be considered as local staff and will therefore not have international status)
Selection Criteria
Including desirable skills, knowledge and experience
- A minimum of a Bachelor’s degree in Business Management, commerce, Administration or related discipline, preferably supplemented with courses in secretarial training/administration/office management.
- Preferably a minimum of five (5) years of progressively relevant and practical experience, in an executive office preferably in an international organization.
- Good budgeting and planning skills will be highly desirable.
- Strong customer service skills, good organizational skills, ability to multitask, attention to details and ability to work with a diverse workforce.
- Excellent written and verbal communication skills in French and /or in English.
- Competence in the use of the Bank’s standard software (SAP, Microsoft Word, Excel, Access and Power Point). Good typing skills and highly desirable with excellent levels of initiative, enthusiasm, team spirit and organizational and interpersonal skills.
Document download
Administrative Assistant - Compliance Review & Mediation Unit (91 KB)
Apply online
To apply for this position, you need to be national of one of AfDB member countries.
- Submitted by: Mohamed Youssouf, Division Manager - CHRM.1
- Approved by: Gemina Archer-Davies, Director, CHRM
Only applicants who fully meet the Bank's requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit an online application, and attach a comprehensive Curriculum Vitae (CV). The AfDB President reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply: www.afdb.org/jobs
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