Deadline: 18 April, 2021
Location: Abidjan, Ivory Coast
African Development Bank (AfDB) is seeking to fill the role of Department Assistant.
AfDB’s mission is to spur sustainable economic development and social progress in its regional member countries (RMCs).
Responsibilities
- Receive and register all incoming and outgoing documents of the department
- Ensure documents presented for 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 finalise for the 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 director for clearance, approval or signature
- Review and classify priority and important correspondences and submit accordingly
- Follow up and ensure 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 or send directly to the concerned division, if necessary
- 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 director’s calls/visitors, make appointments for visitors to meet the director or the division manager concerned
- Provide background information to the director/manager for appointments with official visitors and/or staff members
- Relay information among director, division manager and other staff members of the department
- Schedule weekly team and ad hoc meetings for the director, according to schedules and director’s agenda for the week
- Arrange time and venue for meetings, collect necessary background materials from departments and remind staff members about scheduled meetings
Requirements
- Bachelor’s degree, minimum, in Business Management, Commerce, Administration, or a related discipline
- Training in Secretarial Science and/or Administration and Office Management will be a plus
- Four years, minimum, of relevant and practical experience in administrative and secretarial roles in an international organisation, multilateral development bank, or a similar institution
- Good knowledge of administration and office support services, including systems and procedures
- Knowledge and experience with I.T. tools and a virtual working applications will be a plus
- Good coordination skills
- Demonstrable commitment to delivering excellent customer and administrative services
- Good interpersonal, planning and organisational 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.)
- Ability to communicate effectively (written and oral) in English or French
- 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.
Photo source: AfDB
