Short Term Staff – Human Resources Operations Assistant at the African Development Bank Group (AfDB)

Job Title: Short Term Staff – Human Resources Operations Assistant

The Complex

• The People and Talent Management Complex (PTVP), has the overall responsibility for attracting, developing, motivating, and retaining a strong complement of professionals, support staff, and contingent staff to deliver the business of the Bank into the future. 
• The PTVP Complex is responsible for ensuring effective systems and controls, for people and talent management from talent sourcing to retirement. 
• The PTVP Complex is also responsible for the effective administration of the Bank’s benefit plans (medical and staff retirement) and ensuring the financial sustainability of these plans.

The Hiring Department

• The Human Resources Operations, Recruitment & Client Services Department (PTCS) focuses on interfacing directly with staff clients through integrated client services to internal and external stakeholders (through HR Operations, Recruitment and Talent Acquisition, HR Business Partnering, and Staff Engagement initiatives). 
• This will help the Bank to achieve its strategic agenda through attraction, development, engagement, motivation, and retention of a best-in-class workforce.
• The Human Resources Operations Division (PTCS.2) is responsible for the administration of the employee lifecycle, management of staff benefits, HR transactional processing, and management of the employee personnel data.
• Additionally, this Division is tasked with ensuring that HR leverages the capability of technology to not only automate processes but to ensure full benefits by digitizing processes for efficiency.

The Position

• The Short-Term Staff – HR Operations Assistant will be assigned to a moderate range of technical support assignments in HR administration. 
• The incumbent will process transactions in HRIS to perform specialized tasks.
• S/he is responsible for carrying out administrative tasks related to HR administration and for assisting HR teams in providing statistics and data for decision support. 
• The position holder works closely with the HR Operations Officer. Accountabilities are set for the HR activities in his/her area of responsibility – complex, field office or special contracts.

Responsibilities
Under the immediate supervision of the HR Operations Officer, and the overall supervision of the Division Manager PTCS2, the incumbent will undertake the following Key Responsibilities:
Provide administrative support to the administration of HR processes by:

• Preparing HR Administrative documents and decisions relating to regular and short-term staff, Technical Assistants, Secondees, Project Staff and others. These documents include new staff appointment contracts, and contract renewals, staff promotions and any other work related to contract processing.
• Maintaining templates and letters for staff separation, staff assumption of duty, transfers, promotions, contract renewals, confirmations, leave without pay and staff testimonials.
• Ensuring, in liaison with Records section, that electronic and hard copy personnel files are up-to-date.
• Monitoring staff probation periods and process staff confirmation.
• Undertaking the maintenance of the contract renewals/probationary periods in the Human Resources Information Systems (HRIS) systems.
• Undertaking administration of staff dependents for new hires and update / changes by staff in liaise with HR Records section.
• Assisting staff members with administrative procedures for adoption.
• Working with Shared Services teams, HR Benefits; HR Payroll; HR Master Data & HR Employee Help Desk (HR Direct) in problem resolution and treatment of queries from employees.
• Assisting in the administration of assumption of duty of Bank staff, Technical Assistants, Secondees, and Project Staff and also the administration of assumption of Staff transfers/Staff movements including Promotions, and employment terminations.
• Assisting in the process of reference checks for employees to verify a range of candidate information, including employment history, academic qualifications, and security checks.
• Collecting approval of individual HR actions decided, update HR master data and follow up until completion.
• Tracking staff movements within and outside the Bank.
• Maintaining and updating information on probation periods and fixed-term contracts of staff members.
• Drafting statistics on onboarding, staff mobility, transfers and promotions.
• Perform day-to-day office management duties and provide assistance to other colleagues in the accomplishment of Division tasks when required.

Competencies (skills, experience and knowledge)

• Hold at least a Bachelor’s Degree in Human Resources Management, Information Systems, Business Management or other related disciplines.
• Have a minimum of four (4) years for GS5/GS6 and five (5) years for GS7 of relevant practical working experience in progressive positions. 
• Good planning and monitoring skills will be highly desirable.
• A relevant and practical experience in Human Resources Management, Staff, and Legal counseling will be an asset.
• Proactive, solution-oriented individual, keen to resolve challenges through innovation.
• Ability to implement continual improvement activities to processes, with a keen eye for detail.
• Ability to multitask, meet strict deadlines, and work under pressure.
• Ability to work independently and coordinate with peers and other HR experts in a multidisciplinary multicultural team.
• Excellent levels of initiative, enthusiasm, team spirit, and organizational and interpersonal skills.
• Demonstrates tact and diplomacy in dealing with clients and other team members.
• Operational effectiveness.
• Communication.
• Problem-solving.
• Client orientation.
• Team working and relations.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Good knowledge of the use of standard software (Word, Excel, Access, PowerPoint, and SAP). Good typing skills is highly desirable.

Application Instructions:

The application deadline is 19th May, 2025. 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/about-us/careers