Short Term Staff – Team Assistant at African Development Bank Group (AfDB)

Job Title: Short Term Staff – Team Assistant

The Position

• The job of Team Assistant which falls under General Support Services that provides administrative support for the smooth running of the Division, ensures that the Division Manager is freed from all tasks which could otherwise impede the efficient discharge of high duties and responsibilities.
• Each Department has its unique functions, but the Team assistant works more or less uniformly irrespective of the Departments to assure hitch-free operations within the office of the respective Division.
• Accordingly, the Team Assistant’s job facilitates and contributes to the success of the Division Manager in performing his/her role for the achievement of the High 5s.

Key Functions
Under the General guidance and overall supervision of the Division Manager, the Team Assistant will perform the following:

Workflow management:

• Receive and register all incoming and outgoing documents of the Department.
• Ensure that documents presented for Senior Director’s signature are complete, with necessary attachments and background documents.
• Draft general or administrative correspondence on own initiative or on the basis of instructions and finalize for the Senior Director’s signature.
• Verify that outgoing correspondence is presented 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 Senior Director for clearance, approval or signature.
• Review and classify priority and important correspondences and submit accordingly.
• Follow-up and ensure that target dates and deadlines are met using appropriate tracking tools, and that
• correspondence and queries are responded to in a timely manner.
• Channel correspondence for action by the Senior Director or send directly to the concerned Divisions, if necessary.

Communication and liaison:

• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned divisions, as appropriate.
• Screen Senior Director’s calls/visitors, make appointments for visitors to meet the Senior Director or the Division Manager concerned.
• Provide background information to the Senior Director for appointments with official visitors and/or staff members.
• Relay information between Senior Director, Division Managers and other staff members of the department.
• Follow up on work deadlines with Division Managers.
• Schedule weekly team and ad hoc meetings for the Senior Director, according to schedules and Senior Director’s Agenda for the week.
• Arrange time and venue for meetings, collect necessary background materials of meetings needed from the relevant Departments/Divisions; Remind Division Managers and other staff members about scheduled meetings.

Record keeping and documentation:

• Maintain a filing system in both hard and soft copies to meet the needs of the Department.
• Keep a weekly calendar of activities that shows all meetings to be attended by the Senior Director 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 Department

Office administration, budget and finance:

• Make travel arrangements for the Senior Director including tickets, hotel reservation, etc.
• Assist in preparation of presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
• Perform other office administration tasks (photocopies, emails) when the need arises; administration, budget and finance.
• Assists in and advises the Senior Director and Managers on a variety of administrative and personnel matters.
• Establishes stock control system for the management of office supplies and other bank properties (Personal computers, printers, etc.); centralizes requests for office supplies submitted by staff within the department and makes provisions in order to ensure distribution of the required items.
• Negotiates with TCGS allocation of appropriate office space for the Unit by providing justifications; responsible for organizing and coordinating office moving operations.
• Contributes to preparation of budget of department as Mid-year budget retrospective by: Collecting facts and presenting them for decision making; recording data, monitoring and reporting on the department budget implementation level.
• Initiating actions on expenses to be incurred, processing requests for recruitment of short-term staff and consultants, missions, with particular attention to the procedures, follow-up of the required travel authorizations, contracts and payments.
• Arrange travel, visa and accommodation for staff going on missions.
• Initiate and prepare various administrative documents and forms, such as staff list, Staff missions, training programs, staff absence (annual leave, home leave, excused absence and maternity leave) as well as statistical data when required on staff.
• Manage create process reports in SAP.
• Store inventory control, reception, management and distribution of promotional items.

Competencies (skills, experience, and knowledge):

• Hold at least a Bachelor’s Degree in Business Management, Commerce, Administration or related disciplines
• Training in secretarial Science and/or Administration and Office Management is advantageous.
• Have a minimum of five (5) years of relevant and practical experience in administrative and secretarial roles, in similar offices of international Organizations, Development Banks or similar institutions.
• Having private sector experience will be an added advantage.
• Good knowledge of administration and office support services, including systems and procedures.
• Good coordination skills – methodical and self-organized.
• Demonstrable commitment to delivering excellent customer service focused reception and administration service.
• Good interpersonal, planning and organizational skills.
• Ability to think quickly to respond to immediate requests.
• Flexibility to adapt, positive attitude towards change, and a constructive and creative approach to problem solving.
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopies, etc.).
• Communication.
• Problem Solving.
• Client Orientation.
• Team working.
• Operational Effectiveness.
• Innovation and Creativity.
• Attention to detail.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint, SAP and/or other integrated document management system).

Application Instructions:

The application deadline is 14th August, 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