Deadline: 18 September, 2021

Location: Abidjan, Ivory Coast

The African Development Bank (AfDB) is seeking applications from eligible applicants for the post of Administrative Assistant.

AfDB’s mission is to spur sustainable economic development and social progress in its regional member countries (RMCs).

Responsibilities

• Devise and maintain office systems to deal efficiently with paper flow
• Organise and store paperwork, documents and computer-based information
• Track and follow up on documents, and deal with incoming email, faxes, posts and correspondence
• Distribute documents from the department and maintain a follow-up system as required
• Prepare documents, briefing papers, reports, spreadsheets and presentations
• Act as secretary at meetings; draft minutes of meetings, and establish a reporting system on all decisions taken during meetings for follow-up of implementation of outstanding decisions
• Process schedule of the department meetings within the ALSF
• Process the request to incur representation expenses, and follow-up of actions to be taken by concerned services
• Devise and maintain efficient office systems
• Track and follow up on documents, deal with correspondence and general correspondence and briefs
• Manage the flow of information by receiving, examining, sorting and monitoring the ALSF’s incoming and outgoing mail, taking into account the priority and urgency of the documents concerned, and organise logical filing of correspondence
• Handle incoming and outgoing telephone calls
• Establish and update the agenda and electronic mail address book
• Draft mail and documents in conformity with administrative instructions
• Draft memoranda and acknowledgement letters to be submitted along with background documents
• Make necessary arrangements for visiting delegations
• Assist in and advise the department’s head on a variety of administrative and personnel matters
• Establish stock control system for the management of office supplies and other ALSF properties
• Advise on the allocation of support staff to meet priorities, workload and timeliness
• Negotiate with CHGS on allocation of appropriate office space for the ALSF by providing justifications and coordinating office moving operations
• Contribute to the preparation of the annual budget submission for the ALSF
• Manage systems, and create and process expenses reports in MIS/SAP
• Draft correspondence that requires research and/or discussion on administrative and technical matters including information memoranda to staff and various self-explanatory memoranda to obtain information from other units
• Liaise with professional staff to obtain information for special and ongoing projects
• Ensure maintenance of enough stocks of stationery and other basic office requisites
• Track and follow up on documents, deal with incoming emails, faxes and general mails
• Handle internal and general public enquiries
• Maintain confidential records and filing of reports, correspondence and related material for ease of referral
• Source internal and external documents for research purposes and ascertain the methods and techniques required to undertake related projects

Requirements

• Bachelor’s degree in Business Management, Commerce, Administration, or a related discipline, preferably supplemented with courses in Administration/Office Management or Secretarial Studies
• Five years, minimum, of progressively relevant and practical experience in an executive office, preferably in an international organisation
• Ability to work under pressure in an international and multicultural setting
• Speedy and efficient handing of internal and external requests
• Ability to work and cooperate with others from diverse backgrounds
• Excellent written and verbal communication skills in English and/or French

To apply and for more information, click here.

Photo source: ILRI