Batch Recruitment of Short Term Staff – General Administration at the African Development Bank Group (AfDB)

Job Title: Batch Recruitment of Short Term Staff – General Administration

Activities

• Undertake such transactional tasks and processes that support the smooth running of the work of the Teams.
• Provide support and follow up on routine administrative correspondence and processes.
• Undertake correspondence and tasks in accordance with the Bank’s accepted formats and check on probable typographical errors, presentation, completeness, and procedural accuracy of all documents submitted to the Manager / Team Leader for clearance, approval or signature.
• Review and prioritize important correspondence and tasks for execution.
• Follow-up and ensure that tasks are completed with dispatch and within given deadlines.
• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency. of each, including redirecting to the concerned division members or action parties as appropriate.
• Facilitate the arrangements for meetings with respect to their timings and booking of venue.
• Provide support to the Manager / Team for appointments with official visitors and/or staff members.
• Follow up on work deadlines for routine and assigned tasks.
• Schedule meetings for the Manager / Team, according to schedules and Agenda for the week.
• Arrange time and venue for meetings, and provide support required for their success.
• Write meeting reports/minutes.
• Maintain a filing system in both hard and soft copies to meet the needs of the department / division.
• Keep a weekly calendar of activities that shows all meetings to be attended by the Manager / Team Leader as well as by other staff members. It also includes all external visits to the Department.
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s staff, checking their availability, and ensuring they have the appropriate briefing files and documents.
• Maintain Contact address / Mailing directory of partners working with the Division / Team / Department.
• Make travel arrangements for the manager / Team including tickets, hotel reservation, etc.
• Support the preparation of presentations as required.
• Photocopy and send electronic communication when the need arises.
• Undertake any other related tasks as assigned by the Manager / Team Leader.
• Provide administrative support, including preparation of administrative and budget forms and processing of requests in SAP, SRAS an any other available e-platform.
•   Assist in preparing and managing contracts and bills of consultants and providers, from the beginning of the process to the end.
• Assist in submitting, managing and regularly tracking consultants and providers payments.
• Assist with procedures for creating and renewing freelance interpreters’ purchase orders in SAP.
• Ensure logistics arrangement and any other duties for events organization.

Candidate Profile

• Hold a minimum of a Bachelor’s Degree or its equivalent in Business Management, Commerce, Communication, Administration, Accounting and Finance, Information Technology, Procurement, Engineering, or a related field.
• A qualification in the relevant field such as secretarial studies , asset management, procurement and supply chain, logistics, travel management, protocol duties will be an added advantage.
• Have a minimum of four (4) years of relevant work experience in international Organizations, Development Banks or similar institutions.
• Proof of citizenship or evidence of permanent residency or work authorization in the proposed country of employment.
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
• Good knowledge of budgeting and planning is highly desirable.
• Demonstrable commitment to delivering excellent customer service focused reception and administration services.
• Be able to multitask, excellent problem-solving skills and attention to details.
• Good innovative and creative approaches to activities in order to enhance performance and create added benefits for the clients and the organization.
• Integrity and confidentiality.
• Good written and oral skills in French or English, depending on the official language of the country of duty station.  A good working knowledge of the other language will be considered an added advantage.
• Competence in the use of Bank standard software (Word, Excel, PowerPoint, and Access). Knowledge of SAP or Amadeus is an added advantage.

Application Instructions:

The application deadline is 10th October 2024. Therefore qualified and interested candidates can “CLICK HERE TO SUBMIT APPLICATION” it is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Website:
Official Job Website: https://www.afdb.org/en