Jobs at African Development Bank

The overarching objective of the African Development Bank (AfDB) Group is to spur sustainable economic development and social progress in its regional member countries (RMCs), thus contributing to poverty reduction.

Senior Secretary

Position title: Senior Secretary
Grade: GS-6
Position N°: N/A
Reference: ADB/13/144
Publication date: 08/10/2013
Closing date: 28/10/2013
Objectives

The ALSF Department of the African Development Bank is recruiting Secretary who will report to the Director.  He/She will provide secretarial and administrative support, ensure the day to day functioning of the office, coordinate all office management activities and manage the office’s interface with organizational units and external parties.

Duties and responsibilities

Under the overall supervision of the Director, the incumbent will carry out the following duties:

Organize and manage the secretariat of the Director.
Oversee the front office’s document processing, filing and tracking system. 
Assist in managing and maintaining the Directors diary and email.
Filter and direct incoming visitors, correspondence, emails and telephone calls, highlighting urgent and priority matters requiring the Director’s attention.
Draft, type and dispatch memoranda, acknowledgement letters and responses to correspondence, and follow-up with relevant members of the Front Office team.
Proofread routine documents prepared for the Director’s attention and signature, in consultation with relevant members of the Front Office team.
Schedule meetings between the 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.
Ensure smooth relay between the Director’s Office and other complexes, external partners and clients.
Coordinate necessary arrangements for visitors.
Provide administrative support to the Director, including preparation of administrative forms and processing of requests in SAP.
Provide administrative support to members of the Front Office.
All other secretarial and administrative duties as required.
THIS POSITION DOES NOT ATTRACT INTERNATIONAL TERMS AND CONDITIONS (Incumbents of the post will be considered as local staff and will therefore not have international status)

Selection Criteria

Including desirable skills, knowledge and experience

A minimum of a Licence / Bachelor’s Degree or BAC+4 or MaĆ®trise or its equivalent in Business Management, Commerce, Administration or related discipline, preferably supplemented with courses in secretarial duties, training/administration/office management, etc.
Preferably a minimum of four (4) years of progressively relevant and practical experience, in an executive office (gained with an international organisation).
Strong customer service skills, good organisational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
Excellent written and verbal communication skills in English and French.
Excellent use of Bank standard software (Word, Excel, Access, PowerPoint, SAP).
Strong typing skills.
Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
Location: Not Specified
Experience: 4 year(s)
Course of Study: Business Management
Required Grade: Not Specified
Documentation Clerk
Position title: Documentation Clerk
Grade: GS-5
Position N°: N/A
Reference: ADB/13/145
Publication date: 08/10/2013
Closing date: 28/10/2013
Objectives

The coverage of document for the meetings of the Management Board and the Governing Council.
The Documentation of the General Secretaria.
Contribution to the preparation of the work of the Management Board and Governing Counci.
Duties and responsibilities

Under the general supervision of the Director, the incumbent will perform the following tasks and functions:

Liaising with ALSF’ Secretariat in assembling and organizing ALSF’s documents, legal instruments, policies, guideline, and other reference material for speedy retrieval;
The document to be organized will relate to, but not be limited to: projects, minutes of meetings, report on the activities and operation of ALSF;
Organizing and maintaining  collection of templates and checklists;
Preparing first draft of routine memoranda and other documentation;
Maintaining the system of filling, archiving and accessible;
Ensuring that the documents produced and received are accessible;
Ensuring effective management of ALF’s archive space;
Accomplish any other task assigned to him/her by Corporate Secretary or the Director;
Ensure the distribution and monitoring of documents to Board members and their Committees within the required deadlines;
Contribute to updating of the follow-up matrix of the semi-annual work program of the Boards of Directors by submitting a weekly distribution form;
Conduct documentary research (projects, policy documents, programme and activity reports) at the request or for Directors;
Check for the correct titles, codes and dates for the distribution of documents and for the conformity of the two official ALSF versions (English and French);
Participate in the coverage of meetings, seminars, working groups and conferences;
Provide participants with documents;
Establish attendance lists for the Secretary General;
Facilitate the circulation and the exchanges of messages between the Board members during meetings;
Usher inexperts authorized to attend the ALSF meetings ;
Transmit written or verbal messages from the meeting room to those outside and vice versa;
Keep a documentation entry register (Service) by systematically recording every new document;
Accomplish any other tasks assigned to him/her by the Superior, Director.
THIS POSITION DOES NOT ATTRACT INTERNATIONAL TERMS AND CONDITIONS (The incumbent of the position will be considered as local staff and will therefore not have international status)

Selection Criteria

Including desirable skills, knowledge and experience

At least a Bachelor’s degree or its equivalent in management, communications, and administration or other related discipline; a certificate in Archiving would be asset;
Preferably a minimum of  four (4) years of relevant and practical professional experience in a similar position;
Expert knowledge of document processing procedures;
Excellent client services skills;
Good knowledge of policy, work procedures of the ALSF and the board, projects, economic and financial development issues;
Competence in communications and negotiations; strong interpersonal skills;
Ability to communicate and write effectively in English and/or French, with good working knowledge of the other language;
Competence in the use of standard software used in the Bank such as MS Outlook, Word, Excel, PowerPoint; a practical knowledge of SAP will be an advantage.
Location: Not Specified
Experience: 4 year(s)
Course of Study: Business Management
Required Grade: Not Specified