Deadline: 14 August, 2022

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

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

Responsibilities 

• Devise and maintain efficient office systems
• Track and follow up on documents, deal with general correspondence and briefs
• Manage the flow of information by receiving, examining, sorting and monitoring the ALSF
• 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 their background documents, for the division head’s signature
• Make necessary arrangements for visiting delegations
• Assist in and advise the division head on a variety of administrative and personnel matters
• Establish stock control system for the management of office supplies and other ALSF’s properties (personal computers, printers, faxes, etc.)
• Centralise requests for office supplies submitted by staff within the department and make provisions in order to ensure distribution of the required items
• Process the schedule of the division meetings
• File and archive legal documentation in various hard copy and electronic systems
• Liaise with internal and external clients on matters such as due diligence and execution modalities
• Process outside counsel and consultancy engagements in accordance with all relevant procedures and approval processes, preparing engagement/consultancy contracts and arranging invoicing
• Update databases to ensure correct templates and data is used for management reports
• Arrange travel, itineraries, visas and process travel expenses in compliance with bank’s policies and procedures
• Provide support during absence of other staff
• Arrange internal events, meetings and conference calls and receive visitors
• Prepare and organise documents for management meetings and board and GC meetings, as well as briefing papers, reports, spreadsheets and presentations
• Perform any other administrative tasks as assigned

Requirements

• Bachelor’s degree, minimum, in Business Administration, Management, Law and a related field
• Experience in secretarial duties and/archiving will be a plus
• Fluency in English or French, with excellent written and oral communication skills
• Knowledge of French, both written and spoken, will be an advantage
• Four years, minimum, of relevant work experience
• Familiarity with legal terms, jargon and the practice of law (in-house or law firm) will be an advantage
• Good organisational skills and proactiveness
• Good communications skills
• Attention to detail
• Ability to cope well under pressure
• Ability to build effective working relationships with clients and colleagues in a multicultural environment
• Conscientious, reliable, and flexible with a professional and helpful attitude
• Strong team player
• Ability to multitask while remaining calmness and professionalism
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data

To apply and for more information, click here.

Photo source: UNMISS