Team Assistant, FIRM at the African Development Bank Group (AfDB)

Job Title: Team Assistant, FIRM

The Complex

• The Vice Presidency for Finance oversees the financial management of the Bank Group.
• This encompasses the Bank Group’s treasury activities including borrowings from the capital markets and investment activities; controllership functions including financial reporting and loan administration; strategic resource mobilization and the strengthening of the non-statutory financial resources and instruments; the overall asset/liability management for the Bank Group.

The Hiring Department

• As part of the Finance Complex, the Resource Mobilization and Partnerships Department (FIRM) has fiduciary responsibility for strategic concessionary resource mobilization, as well as donor relationship management and reporting, with the aim to complement and leverage the financial resources and instruments of the African Development Bank Group.
• FIRM is comprised of two Divisions – FIRM.1 and FIRM.2 with primary accountability to increase the pool and types of funding available to the Bank’s regional member countries (RMCs).
• The Department sits under the Finance Vice Presidency (FIVP). FIRM.1 is responsible for resource mobilization initiatives and partnerships with sovereign entities. It is mandated to mobilize, allocate and monitor resources for the Bank’s statutory capital, including the African Development Fund (ADF) the concessional window.
• FIRM.1 leads the partnership with sovereign entities such as bilateral aid agencies and manages most bilateral trust funds of traditional partners. FIRM.2 is responsible for managing relationships with new partners, emerging economies and non-sovereign partnerships. 
• The Division is responsible for the Trust Fund (TF) Policy, promotes co-financing with multilateral development banks and bilateral agencies and finds ways to partner with non-traditional donors. It also provides guidance and oversight for the implementation of trust funds and special funds.
• As the global financial architecture evolves, the Bank Group strives to be a leader in best practices and emerging developments in relation to resource mobilization and partnership approaches. A new Trust Fund Policy was approved in 2021 to ensure that the Bank Group’s trust funds are fit-for-purpose and to respond to both current and evolving requirements. 
• The 2021 Trust Fund Policy proposed, among others, the following two key changes: 1) in addition to grants, trust funds can now receive and provide reimbursable grants, loans, equity, guarantees, and any other financial instrument available to the Bank; 2) the creation of the Project Specific Vehicle (PSV).

The Position

• Under the supervision of the FIRM Director, the Team Assistant will work closely with the Director and the Team to provide administrative support.
• The incumbent of the position will provide administrative support for the smooth running of the Department, ensures that the Director is freed from all tasks which could otherwise impede the efficient discharge of high duties and responsibilities.

Key Functions
Under the supervision of the Director FIRM, the Team Assistant will carry out the following duties:

• Ascertain the quality of documents requiring the approval and / or signature of staff members.
• Ensure that documents are handled in a timely manner and transmitted to the Director for signature and thereafter sending signed documents electronically to the concerned colleagues in the ecosystem for further appropriate action.
• Prepare and finalize draft correspondence (mails, letters, internal memos, etc.) concerning various aspects, on behalf of staff members, and ensure its follow-up.
• Participate in department staff meetings, take notes and produce reports; prepare minutes of staff members’ meetings.
• Ensuring timely submission to the Director of requested deliverables by following up with staff members in the Department and consolidating inputs as needed.
• Process staff members’ back-to-office reports.
• Maintain an appropriate filing system; Maintain the architecture for electronic archiving of the resource mobilization and partnership function (partnerships, trust funds, etc.) to ensure compliance with audit rules and regulations.
• Liaise on a regular basis with the team and the Division Assistants of FIRM Department for administrative issues including budget related issues.
• Make travels arrangements for mission of the Director and staff members in the Department front office.
• Organize Department meetings by making timely reservation for meeting rooms, ensuring adequate connection of video/audio conference equipment and display of PowerPoint presentations during such meetings.
• Assist with the organization of donors/partners visit to the Bank HQ as well as internal and external outreach activities, such as Business Opportunities Seminars and Brown Bag Seminars.
• Support events logistics including communication, participants management, room booking, catering, travel, etc.
• Coordinate with the Bank’s Information Technology Services Department, if necessary, for needs relating to SAP/BPPS/ATRS/SRAS and IT issues.
• Support the hiring and contractual management of consultants when needed: organize the selection process, communicate with the candidates and the evaluation panelists, consolidate the scoring sheets, draft the selection memos and contracts. Facilitate the payment of consultants.

Competencies (Skills, Experience and Knowledge)

• Hold a minimum of 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 five (5) years of relevant experience in progressive positions, attached to an executive’s office, preferably in an international organization.
• Be able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
• Ability to handle speedily and efficiently internal and external requests.
• Ability to manage simultaneous and shifting demands, priorities and tight deadlines.
• Proficiency in the use of standard equipment (computer, scanner, photocopies, etc.);
• Demonstrable commitment to delivering excellent customer service focused reception and administration services.
• Be able to multitask, excellent problem-solving skill and attention to detail.
• Effective communication; highly client oriented, good team working and relations.
• Ability to work and cooperate with others from diverse background and therefore operate effectively in a multicultural organization.
• Good innovative and creative approaches to activities to enhance performance and create added benefits for the clients and the organization.
• Integrity and confidentiality.
• Proficiency in written and verbal communication in English or French, preferably with a good working knowledge of the other. Proficiency in both languages will be a clear-added advantage.
• Competence in the use of Bank standard software (Word, Excel, Access and PowerPoint); Knowledge of SAP or other ERP systems would be an asset.

Application Instructions:

The application deadline is 22nd June, 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