Deadline: 29 April, 2020

Location: Abidjan, Ivory Coast

The African Development Bank (AfDB) is seeking to fill the position of a Complex Assistant. As part of the front office of the Vice President, Human Resources and Corporate Services (CHVP), the Complex Assistant position plays an administrative role, supporting the Vice President in ensuring an effective and efficient management of the Vice Presidency work. The Complex Assistant works in collaboration with the front office and other Assistants in Departments/ Divisions, to assist the Vice President manage the work plan of the CHVP complex.

Responsibilities

• Provide high level and centralised administrative and secretarial support to the Vice President’s office on a day-to-day basis (office and personnel management; meetings, drafting correspondence, summary records and internal memoranda, mission etc.)
• Maintain liaison with departments in the complex and other organisational units in respect of activities related to administrative, linguistic, IT, Human Resources and logistic support
• Follow up requests for information from other departments as well as disseminating information relevant to the department/complex
• 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; deal with incoming email, faxes, post and correspondence
• Distribute relevant documents/ papers from the Vice President’s office and maintain a follow up system as required
• Develop efficient and effective systems and routines for the administration of the Vice President’s office including routines for proper receipt and follow up of memorandums, correspondence to ensure timely responses, efficient telephone system, and management of the Vice President’s briefing and mission files
• Organise and attend to the Vice President’s multiple engagements as required such as conferences, appointments, luncheons and other official events
• Ensure that the Vice President is well-prepared for meetings and engagements through provision of agenda, minutes and supporting documents or IT support for teleconferences and video conferences
• Arrange travel, visas and accommodation and, occasionally, travel with the Vice President to provide general assistance
• Coordinate visits and appointments of senior management and other high-level visitors (e.g. ministries, governors, embassies, representations and sister institutions, agencies, relating to direct contacts with the Vice President) as needed
• Set up appointments, arrange logistics and transportation
• Ensure security, protocol, and divisional involvement
• Screen incoming calls to ensure the effective use of the Vice President’s time
• Coordinate the Board Rolling Agenda (BRAG) calendar regarding Board meetings and serve as main contact regarding meeting dates/venue
• Create and process expense reports
• Carry out background research and present findings into subjects the Vice President is dealing with
• Maintain and continuously improve the front office e-filing system for better recovery of important documents
• Update administrative cases database in the Case Management System
• Attend meetings at the request of the Vice President or senior management, take minutes and report back as necessary
• Draft correspondences, memos, letters, spreadsheets and forms for Vice President, and ensure high standard output quality and harmonisation of all corporate documents
• Perform any other duty pertinent to the work, assigned by the Vice President or senior staff

Requirements

• Hold at least a bachelor’s degree or its equivalent in Business Management, Commerce, Administration or related discipline
• Training in report writing/administration/office management (desirable)
• Five years of relevant and practical experience, minimum, in an executive office in a support function
• Experience in supporting operations of international organisations (desirable)
• Private sector experience (desirable)
• Innovative and creative
• Excellent communication and problem solving skills
• Strong client orientation and operational effectiveness
• Inter-cultural sensitivity;
• Ability to work under pressure and to prioritise in the dynamic setting of an international and multicultural setting
• Skills in handling internal and external requests efficiently
• Excellent sense of initiative, confidentiality, enthusiasm and team spirit
• Broad knowledge of business concepts
• Good knowledge of administration and office support services including systems and procedures
• Proficiency in use of standard office equipment e.g. computer, fax, photocopier, scanner, etc.
• Ability to deploy sound judgment and make reasonable decisions in the absence of direction
• Ability to deploy knowledge, skills and abilities to work effectively without constant and direct supervision or guidance
• Ability to adjust to multiple deadlines and attention to detail while working with diverse workforce
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other
• Bilingualism, knowledge of Arabic, Portuguese (desirable)
• Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint), SAP and/or other integrated document management system

To apply and for more information, click here.

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