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African Development Bank (AfDB) recruitment for Secretary/Receptionist/Inventory Clerks

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African Development Bank (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. In order to sharply focus the objectives of the Ten Year Strategy (2013 – 2022) and ensure greater developmental impact, five major areas, all of which will accelerate our delivery for Africa, have been identified for scaling up, namely; energy, agro-business, industrialization, integration and improving the quality of life for the people of Africa.     Job Title: Fixed Assets Inventory Clerk Grade: GS6 Position N°: 50050775 Reference: ADB/16/415 Publication date: 05/09/2017 Country: Côte d’Ivoire THE COMPLEX: The Vice-Presidency, Human Resources and Corporate Services (CHVP) Complex ensures the delivery of efficient, people-centered, client-oriented, corporate services to ensure overall institutional effectiveness in all aspects of the Bank’s corporate services. The complex leads efforts to ensure the competitiveness of the Bank as the employer of choice and is responsible for providing leadership in the formulation and implementation of Bank’s strategies on people, IT, general services and institutional procurements, language services, business continuity, and health and safety strategies. DEPARTMENT/DIVISION: The primary roles of the General Services and Procurement Department (CHGS) are to manage the Bank’s assets, oversee all corporate procurement of goods, services, works and real estate, coordinate all staff travel and transport of Bank’s goods and staff, catering services and other logistics arrangements and the mail services and keep staff informed about services offered. To this end, the CHGS department formulates and applies rules for procurement, storage, and maintenance of furniture, office equipment and supply; design, prepare and implement programs for the construction or acquisition and maintenance of buildings and premises; formulate and ensure the proper and effective application of administration policies within the Bank in such areas as communications, transport, travels, security, protection and safety of the Bank’s staff and property; and perform related duties. The department is responsible for managing the Bank’s fixed assets (valued at over UA 100,000,000). The CHGS department comprises 3 divisions supervised by the Director General Services and Procurement. These divisions are: Operations and Maintenance Division (CHGS.1); Corporate Procurement Division (CHGS.2); and Support Services Division (CHGS.3). THE POSITION: The objective of Fixed Assets Inventory Clerk is to execute the day-to-day management of fixed assets with a view to protecting Bank fixed assets as well as meeting client needs in the provision and disposal of fixed assets to enhance their productivity. Duties and responsibilities Under the Supervision of the Chief Property Management Officer, the Fixed Assets Inventory Clerk will:

• Enter fixed assets information in the Fixed Assets database. This is done on the basis of asset technical descriptions received and the database nomenclature.
• Clear purchase requests for fixed assets to be bought on CHGS Capital Investment Budget using the approved budget codes and related procurement documents, such as contracts, etc.
• Receive, verify (quality control), label and enter into the fixed assets database goods acquired in accordance with the Fixed Assets Management Manual.; and distribute to recipients.
• Ensure all assets received by the Bank have asset numbers and barcode (inventory) numbers entered into the system. The fixed asset numbers created constitute the main link to accounting data as well as materials management data in SAP.
• Issue monthly reports of fixed assets created, purchase requests issued and goods received with a view to reconciling anomalies and taking action on outstanding issues.
• Monitor the movement of fixed assets by issuing asset movement permits, follow-up the movement of the assets in question and update the asset location in the database accordingly.
• Coordinate inventory of fixed assets in accordance with the Fixed Assets Management Manual and receive fixed assets inventory statements from Country and Regional offices for uploading into the SAP asset register.
• Assist with ensuring the integrity of the database, in conjunction with the Finance team. Selection Criteria

Including desirable skills, knowledge and experience

• Holds at least a Bachelor’s Degree or its equivalent in Administration, Business, Procurement and Supply Chain Management, Accounting or Engineering.
• Have a minimum of four (4) years of relevant experience in asset management, accounting, financial or administration activities.
• Demonstrate professional knowledge and skills, anticipate and manage risks.
• Good analytical skill.
• Demonstrable understanding of accounting principles.
• Experience in private sector will be an added advantage.
• Ability to work in a multicultural environment.
• Ability to work in a team.
• Act with integrity and maintain confidentiality when dealing with sensitive information and being exemplary to the Bank staff.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other language
• Proficient in the use of standard MS Office software (Word, Excel, PowerPoint) Practical knowledge of SAP systems will be a distinct advantage.

      Job Title: Secretary/Receptionist Grade: GS5 Position N°: 50067807 Reference: ADB/17/416/2 Country: Ethiopia THE COMPLEX: The Bank has reorganized and is developing the Regional Development, Integration and Business Delivery Complex whose major objective is to build regional capabilities and bring responsibility for client activities closer to the regions. Five Regional Development, Integration and Business Delivery Hubs have been created, each run by a Director General: Southern Africa, North Africa, West Africa; East Africa, and Central Africa. THE HIRING DEPARTMENT: Ethiopia Country Office (ETFO) of the African Development Bank has been established to strengthen policy dialogue between the Bank , Governments and other stakeholders; improve performance of the project portfolio and aid coordination with other development partners. THE POSITION: The Bank invites applications from suitably qualified candidates to fill in the vacant position of the Secretary/Receptionist. This position is based in Addis-Ababa, Ethiopia and does not attract international terms and conditions. Duties and responsibilities Under the Supervision of the Resident Representative, the Secretary/Receptionist will:

• Make appointments for experts and other staff of the Country office and keep their schedules up to date;
• Receive visitors and attend to them with tact and discretion;
• Prepare briefing material used by experts for official missions and special meetings;
• Handle protocol-related issues concerning reception of the visitors of experts and of the Office;
• Organize experts’ meetings ; assist the Resident Representative’s secretary in coordinating official receptions given by the Resident Representative;
• Participate in staff meetings, take notes and produce reports in the absence of the Resident Representative’s secretary ;
• Draft correspondence on non-substantive issues and ensure its follow-up;
• Manage the experts’ incoming and outgoing mail and the office’s telephone communication;
• Maintain an appropriate filing system; process experts’ back-to-office reports, ascertain the quality of documents requiring the approval and / or signature of experts and other staff members;
• Prepare and finalize draft correspondence (letters, faxes, etc.) concerning various aspects, on behalf of experts, prepare minutes of experts ‘meetings; and
•  Perform such other duties as may be required

Selection Criteria Including desirable skills, knowledge and experience

• Hold at least a Bachelor's degree or its equivalent in business administration, commerce, administration or a related field, supplemented by training in secretarial functions/administration/office management.
• Have a minimum of four (4) years of relevant professional experience on rising grade levels, attached to an executive’s office, preferably in an international organization;
• Highly client oriented, able to multi-task, giving attention to detail and able to work with a multidisciplinary team ;
• Confirmed competence in the use of Bank standard software (Word, Excel, Access and PowerPoint). Knowledge of SAP or other ERP systems would be an asset;
• Having private sector experience will be an added advantage;
• Ability to take initiative; enthusiasm, team spirit, good organizational and interpersonal communication skills;
• Proficiency in written and verbal communication in French and/or English and, with a working knowledge of the other.

  How to Apply Interested and qualified candidates should send their CVs to Click here to apply   Application Deadline: 25th September, 2017

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