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Senior administrative assistant, CHRM.2

  • Position title: Senior administrative assistant, CHRM.2
  • Grade: GS - 8
  • Position N°: NA
  • Reference: ADB /15/088
  • Publication date: 15/07/2015
  • Closing date: 05/08/2015

Objectives

Under the immediate supervision of the HR Administration Section Head and the overall supervision of the Division Manager, CHRM.2, the incumbent is assigned a moderate range of technical and administrative assignments in the HR Administration Team. He/She is responsible for carrying out administrative tasks related to personnel administration.

Duties and responsibilities

  • Provide administrative support to Personnel administration and HR processes by:
    • Tracking staff movements within and outside the Bank
    • Maintaining and Updating information on probation periods and fixed-term contracts of staff members
    • Manage statistics on staff mobility/Staff transfers
    • Provide administrative support to the Management of Technical Assistants /Project Staff/Secondees
    • Promotions (Salary/Grade/Adjustments)
    • Employment Terminations and all types of Departures from the services of the Bank
    • Personal data changes & Administration of dependants
  • Provide support on Recruitment Logistics:
  • Make travel arrangements with CGSP.3 by requesting air-tickets, payments of per diem, making hotel reservations and arranging protocol services with SEGL and assistance upon candidate arrival
  • Liaise with Restaurants/Suppliers for the provision of Lunch Packs and make coffee breaks reservations
  • Maintain database on assumption of duties of new staff – HQ/RRCs/FOs.
  • Follow assumption of duty process for newly recruited staff members, including:
  • Follow up on medical certificate after clearance by the Bank Medical Doctor;
  • Make hotel reservations for new staff member and family;
  • Prepare requests for reimbursement expenses encountered by candidates / new staff members;
  • Maintain regular communication with the Recruitment Team prior to assumption of duty of new staff regarding various inquiries and assist with transition issues.
  • Welcome new staff members upon arrival and provide assistance with transition in collaboration with the Orientation Team, CHRM.1
  • Perform day-to-day office management functions;
  • Provide administrative support to Team Members/HR Business Partners
  • Provide administrative support for Short Term Staff services – Initial Contracts/Contract Renewals/Attestations
  • Provide support to the recruitment of the Bank’s YP Program
  • Assumption of Duty (Bank Staff, Project Staff, Secondees and  Technical Assistants)
  • Draft a variety of HR reports in different HR business areas as may be required by the Division Manager/Director
  • Provide assistance to other colleagues across the Department in the accomplishment of the Division/Department’s tasks when required

Selection Criteria

  • 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 six (6) years of progressively relevant and practical experience
  • Good planning and monitoring 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 are highly desirable with excellent levels of initiative, enthusiasm, team spirit and discretion/confidentiality and interpersonal skills.

Apply online

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