Executive Team and Finance Assistant (ETFA) – Tokyo

• Position title: Executive Team and Finance Assistant (ETFA) – Tokyo
• Grade: GS-8
• Position N°: 50080763
• Reference: ADB/12/213
• Publication date: 30/05/2013
• Closing date: 15/06/2013

Objectives

The African Development Bank (AfDB) is Africa’s premier multilateral development finance institution that has a composition of 53 African member countries and 25 non- African countries from Asia, Europe, North and South America. The mission of the Bank is to further the economic development and social progress of African countries, individually and collectively, to contribute to poverty reduction on the continent. The Bank has its Headquarters in Abidjan, Republic of Côte d’Ivoire. From February 2003, the Bank’s headquarters have temporarily moved to its Temporary Relocation Agency (TRA) in Tunis, Tunisia. 

The Tokyo External Representation Offices (EROs) will enable the Bank to engage more actively with key stakeholders in member countries and other countries in Asia with a view to enhancing dialogue and promoting innovative approaches to mobilize necessary resources to support the implementation of the Bank’s medium-term Strategy and Africa’s development agenda. The principal objectives of the Tokyo External Representation Offices lie within three generic areas, namely: (i) External Partnership and Dialogue, (ii) Knowledge dissemination and Exchange, and (iii) Business and Investment Promotion. 

The Executive Team and Finance Assistant (ETFA) will undertake to implement the Region’s administrative services including accounting and budgeting, human resources activities and supervision of use of office facilities and resources. He/she will carry out effective recording, control and management of Bank resources, the Office’s operational activities in keeping with the Bank’s policies and guidelines.

The Executive and Finance Assistant will be responsible for administrative tasks including accounting and budgeting, procurement, security, human resources activities and supervision of the use of facilities and resources.

Duties and responsibilities

Under the overall supervision of the Head of Office and the technical supervision of the Administrative and Finance Officer in the Financial Control Department (FFCO) at the Headquarters (HQ) the incumbent will be responsible to:  

Office Administration:

• Overseeing the office facility and ensuring that all logistical aspects of the office are adequately managed to ensure a smooth operation of the office.
• Manage the use of facilities and equipment in the office, including usage of cars, computers, meeting rooms, office space, equipment, library, store rooms, supplies, furniture, etc.
• Coordinating with the relevant Departments in the HQ on vendor contracts (car rental, temporal support staff, photocopier, internet connection, etc.)
• Ensuring that the building is properly maintained, reaching agreements with the land lord on all necessary maintenance issues, selecting and managing external vendors on all necessary repairs.
• Ensuring adequate record filing, shredding, discarding or archiving in accordance with the Bank’s policy.
• Managing the Head of Office agenda, keeping track of appointments, screening emails and approval requests and providing overall support to Head of Office.

Budget preparation and implementation:

• Assist the Head of Office in drawing up the administrative budget of the Office following the schedule set by the Budget Department while taking into account the particular investment needs of the Office.
• Record, up-date and monitor expenditure in accordance with the Bank’s internal control rules and procedures.
• Report periodically on the status of budget implementation and propose possible revisions.
•  Establish procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of Bank resources.
• Propose advice to the Head of Office on methods to improve control environment in the Office.

 Assist with Finance and Accounting

• Ensure timely payments of all bills for the Office.
• Process for payment and maintain individual staff mission expenditure; advances and balances.
• Keep and maintain daily updates of all the required Office books of accounts, records, inventory and files in order, and all financial transactions captured and entered in SAP.
• Produce for review by the Finance and Administrative Officer in FFCO and final approval of the Head of Office, all the Office monthly financial and budget execution reports.
• In collaboration with the Head of Office and in liaison with the Finance and Administrative Officer in FFCO, undertake timely preparation and verification of reports, statements and schedules for auditing of the Office activities.

Human Resources Management

• Keep all staff records up-dated.
• Up-date and submit monthly reports on personnel management to the Human Resources Management Department (CHRM).
• Assist the Head of Office to manage office staff benefits in accordance with the Human Resources policy and instructions in force.
• Procurement
• Liaise with HQ (CGSP.2) to provide statistics and accounting reports for the preparation of budgets and annual procurement plans for procurement of goods, services and works required by the Bank.
• Undertake procurement of goods, works and services in conformity with the Bank procurement rules and procedures.
• In consultation with CGSP.2, prepare contracts and carry out contract administration and management..
• Maintain standard procurement documentation according to Banks rules and regulations.
• Enter into SAP and maintain up-to-date procurement master data and transactions.
• Produce regular reports on procurement activities.

 General Administration

• Keep stock of Office supplies and inventory of Bank property and equipment.
• Ensure the quality of Bank facilities in the Office, including workspaces, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities according to Bank standards.
• Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services.
• Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities.
• Proper management and control of office stores and petty cash.
• Ensure administrative support to all the Office staff and Bank’s visiting mission as required.
• Ensure that proper filing is undertaken in the Office.  
• Ensure that proper control mechanism and segregation of duties are in place, and that Bank procedures are fully implemented.
• Demonstrate integrity, sound judgment, and highest ethical standards.
• Embody corporate values and works collaboratively with internal and external stakeholders.

Selection Criteria

Including desirable skills, knowledge and experience

• At least ’ a Bachelor  or its equivalent qualification in accounting,  finances, administration; social sciences or in any related fields ; a post graduate degree or an advanced training in procurement and/or in statistics, human resources management  is an advantage ;
• Experience: 6 years of professional  experience in a similar position;
• Excellent organizational, analytical and communication skills;  
• Good understanding of the functions, organization and procedures of multilateral development banks/institutions. Ability to demonstrate considerable initiative. Effective research and problem solving skills. Ability to work accurately , methodically, independently and /or in team work Able to work under pressure in the dynamic setting of interpersonal and multicultural setting Handling speedily and efficiently internal and external requests; Ability to assess problems and develop realistic solutions quickly ; Capable of demonstrating a multidisciplinary approach to issues ;
• Excellent organizational skills. Ability to prioritize own work program. Ability to deliver assignments in a timely and efficient manner;
• Very good interpersonal skills. Ability to establish and maintain effective working relations in a multicultural environment. Ability to work and cooperate with other from diverse background;
• Commitment to continuous learning and proactive and mature attitude towards self-development.
• Fully proficient computer skills and use of software such as Word, Excel and Power Point, internal databases and other relevant software applications. Skills in SAP are desirable;
• Good communication skills in English or French with a working knowledge of the other language; strong communication skills in Japanese language.

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To apply for this position, you need to be national of one of AfDB member countries.

• Submitted by: Clement Opare, Officer in Charge, CHRM 1
• Approved by: Joseph O. Badaki, 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