Administrative Assistant - Partnerships and Cooperation Unit Grade: GS7

• Position N°: NA
• Reference: ADB/12/035
• Publication date: 16/02/2012
• Closing date: 29/02/2012

Objectives

The African Development Bank is a leading development institution in Africa. The Partnerships and Cooperation Unit (ORRU) is mandated to identify, initiate, build, maintain, monitor and evaluate partnerships and cooperation with strategic partner institutions for the Bank. The Unit plays a key role in analyzing the global and regional aid architecture for Africa’s development, thereby identifying new opportunities for cooperation and partnerships. The Unit mobilizes non-statutory financial and technical resources that can be best deployed for the socio-economic development of 53 regional member countries in Africa. The Unit manages Trust Funds, technical cooperation and business opportunities seminars in collaboration with among others bilateral donor countries, emerging donors, multilateral agencies including the World Bank, the European Commission, UN agencies, Arab Funds, African Union/NEPAD, knowledge institutions and Private Foundations. The Unit also coordinates and mobilizes co-financing for the Bank’s projects with international and regional co-financiers.

Duties and responsibilities

The level of responsibility associated with the position 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 long working hours. The job holder’s main duties and responsibilities will include but are not limited to:

Events Coordination

• Organize Business Opportunities Seminars for business sector of our partner countries, which may entail missions outside Tunisia.
• Organize and attend to multiple partnerships meetings and events, and luncheons to ensure that logistical management is well handled.

Workflow Management

• Devise and maintain efficient office systems.
• Track and follow up on documents; draft letters and memoranda, monitor incoming email, deal with faxes and general correspondence and briefs.
• Compile quarterly ORRU Newsletters for publication.

Office Administration

• Arrange travel, visa and accommodation; travel occasionally with management to provide general assistance
• Arrange logistics for visiting delegations.
• Handle internal and general public enquiries; screen telephone calls and requests from within the Bank and maintain electronic diaries make and follow up on appointments.
• Provide secretarial assistance to staff members reporting directly to the supervisor, 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 in 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, excused 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 SAP system and DACON application and procurement rules in regards to the hiring of Consultants.
• Assist the management in issues concerning resources such as the administrative budget; monitor and review expenses and bring issues to the attention of management.
• Participate in the preparation of the annual and mid-year budget review by inputting data and the monitoring thereof.
• Monitor and update data on Work Schedules 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 from Bank management, and internal and external clients; liaise with clients and other staff; coordinate with other members of management and partners; work with other secretaries and groups in different locations.
• Carry out background research in field of competence and present in a logical manner.
• Perform any other duties reasonably requested by management.

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, BAC+4, Maîtrise or its equivalent in Business Management, Commerce, Administration or related discipline, preferably supplemented with courses in administration/office management, e.g. Pitman’s, ‘Brevet de Technicien Supérieur’ (BTS), ‘DUT’, etc. in secretarial studies in secretarial studies.
• 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 multi task, attention to detail and ability to work under pressure and with a diverse workforce.
• Excellent written and verbal communication skills in English and/or French, with a good working knowledge of the other language.
• Competence in the use of Bank standard software (Word, Excel, Access and Power Point), knowledge of SAP or other ERP system would be an added advantage; excellent levels of initiative, enthusiasm and team spirit, and interpersonal skills.

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Administrative Assistant - Partnerships and Cooperation Unit (308 KB)

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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