Deadline: 19 February, 2021
Location: Abidjan, Ivory Coast
African Development Bank (AfDB) is seeking to fill the role of Team Assistant.
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
- Organise and attend to multiple meetings, appointments, luncheons and events to ensure responsible management is well prepared
- Organise meetings on the basis of the division manager’s schedule while preparing relevant documents and the necessary logistics and facilities
- Track and follow up on documents, deal with faxes and general correspondence and briefs
- Manage the flow of information by receiving, examining, sorting and monitoring the division’s incoming and outgoing mail, taking into account the priority and urgency of the documents concerned
- Handle incoming and outgoing telephone calls
- Establish and update the agenda and electronic mail address book, drafting of mail and documents in conformity with administrative instructions
- Draft memoranda and acknowledgement letters to be submitted along with background documents for the division manager’s signature
- Prepare minutes of meetings and briefs
- Ensure the translation of documents
- Prepare and administratively follow up on the missions of the division manager and staff of the division
- Make necessary arrangements for visiting delegations
- Provide general administrative support for the department by liaising with the general services and procurement department (CGSP) in respect of office accommodation, allocation of office furniture, equipment and supplies as allocated in the department
- Request for repair and maintenance works and follow up to ensure such works have been satisfactorily carried out
- Initiate and prepare various administrative documents and forms, such as staff lists, staff absences (annual leave, excused absence and maternity leave) as well as statistical data on staff as required
- Create and process expense reports in SAP
- Monitor and review expenses and bring issues related to administrative budget to the attention of management
- Assist where applicable with the programming of operational activities by using the appropriate software
Requirements
- Bachelor’s degree or its equivalent in Business Management, Commerce, Administration, or a related discipline, preferably combined with courses in Secretarial Duties, Training, Administration, Office Management, etc
- Four years, minimum, of progressively relevant and practical experience in an executive office
- Strong customer service skills
- Good organisational, planning skills and ability to multitask
- Attention to detail and ability to work with a diverse workforce
- Strong typing skills
- Excellent sense of initiative, confidentiality, enthusiasm, team spirit
- Excellent verbal and written communication skills (attach a sample of own writings) in English or French
- Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint), as well as SAP
To apply and for more information, click here.
Photo source: Rwanda Government
