African Development Bank (AfDB) Job for Secretaries/Team - Administrative Assistants

African Development Bank (AfDB) established to strengthen dialogue between the Bank and the Government, is recruiting to fill the position below:


Job Title: Secretaries/Team - Administrative Assistants (Short Term Contract (STS)

Reference: ADB/STS/16/002
Location: Cote d’Ivoire

Objectives

• The Secretary/Administrative-Team Assistant will report to the Director or a member of the Bank’s management team.
• He/She will provide secretarial and administrative support, ensuring the day to day functioning of the office; coordinating all office management activities and manage the office’s interface with organizational units and external parties.

• Under the overall supervision of the Executive Director or Manager, the incumbent will carry out the following duties:
• Organize and manage the office of the Director or Manager.
• Oversee the office’s document processing, filing and tracking system.
• Schedule meetings between the Manager or Director and key stakeholders within and outside the Bank and compile relevant documentation and briefings.
• Compile engagements, invitations and other requests for weekly diary meetings.
• Coordinate travel and accommodation arrangements and produce a folder with diary and background documents for missions.
• Coordinate necessary arrangements for visitors.
• Provide administrative support, including preparation of administrative forms and processing of requests in SAP.
• Provide administrative support to members of the office.
• Assist in managing and maintaining the Director or Manager’s diary and email.
• Filter and direct incoming visitors, correspondence, emails and telephone calls, highlighting urgent and priority matters requiring the Manager or Director’s attention.
• Draft, type and dispatch memoranda, acknowledgement letters and responses to correspondence, and follow-up with relevant members of the office team.
• Proofread routine documents prepared for the Manager or Director’s attention and signature, in consultation with relevant members of the office team.
• Carry out all other secretarial and administrative duties as required.

• A minimum of a License / Bachelor's Degree or its equivalent in Legal, Finance, Accounting,  Administration, IT or related discipline, preferably supplemented with courses in secretarial duties, training/administration/office management.
• Excellent and professional communication skills are required.
• Strong typing skills.
• Excellent sense of initiative, confidentiality, enthusiasm, and team spirit.
• Knowledge of rules and procedures or experience in relation to working with elected officers.
• Excellent written and verbal communication in English or French, with a good working knowledge of the other language.
• Competence in the use of standard Microsoft software (Word, Excel, PowerPoint, MS Projects); knowledge of SAP would be an added advantage.
• Have relevant and progressive experience in the fields of expertise concerned.
• Experience in international organizations will be an asset.
• Experience of arranging international travel for managers, including processing advances and claims.
• Strong customer service skills, good organizational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
• Sociable personality that facilitates good interaction between the individual, and internal and external parties including on the phone.
• Strong proactive “can-do” approach. Applicants must have the ability, energy and appropriate demeanor to take initiative and plan and carry out necessary tasks to ensure the office’s activities are successful.