Job Position : Secretary/Team Assistant
Deadline: 31/07/2015
The African Development Bank is the Group's parent organization. The Agreement establishing the African Development Bank was adopted and opened for signature at the Khartoum, Sudan, conference on August 4, 1963.
This agreement entered into force on September 10, 1964. The Bank began effective operations on July 1, 1966. Its major role is to contribute to the economic and social progress of its regional member countries - individually and collectively.
As of 31 December 2011, the African Development Bank's authorized capital is subscribed to by 78 member countries made up of 53 independent African countries (regional members) and 25 non-African countries (non-regional members).
The Secretary will
report to the Executive Director or a member of the Bank’s management
team. He/She will provide secretarial and administrative support,
ensuring the day to day functioning of the office; coordinating all
office management activities and manage the office’s interface with
organizational units and external parties.Deadline: 31/07/2015
The African Development Bank is the Group's parent organization. The Agreement establishing the African Development Bank was adopted and opened for signature at the Khartoum, Sudan, conference on August 4, 1963.
This agreement entered into force on September 10, 1964. The Bank began effective operations on July 1, 1966. Its major role is to contribute to the economic and social progress of its regional member countries - individually and collectively.
As of 31 December 2011, the African Development Bank's authorized capital is subscribed to by 78 member countries made up of 53 independent African countries (regional members) and 25 non-African countries (non-regional members).
Position title: Secretary/Team Assistant
Objectives
Duties and responsibilities
- manage and organize the office of the Executive Director or Manager.
- Type,Draft and dispatch memoranda, acknowledgement letters and responses to correspondence, and follow-up with relevant members of the office team.
- Proofread routine documents prepared for the Manager or Executive Director’s attention and signature, in consultation with relevant members of the office team.
- Schedule meetings between the Manager or Executive Director and key stakeholders within and outside the Bank and compile relevant documentation and briefings.
- Compile engagements, invitations and other requests for weekly diary meetings.
- Oversee the office’s document processing, filing and tracking system.
- Assist in managing and maintaining the Executive Director or Manager’s diary and email.
- direct and Filter incoming visitors, correspondence, emails and telephone calls, highlighting urgent and priority matters requiring the Manager or Executive Director’s attention.
- Coordinate travel and accommodation arrangements and produce a folder with diary and background documents.
- Coordinate necessary arrangements for visitors.
- Provide administrative support, including preparation of administrative forms and processing of requests in SAP.
- Provide administrative support to members of the office.
- Carry out all other secretarial and administrative duties as required.
Selection Criteria
Including desirable skills, knowledge and experience
- A minimum of a Bachelor’s Degree or its equivalent in Business Management, Commerce, Administration or related discipline, preferably supplemented with courses in secretarial duties, training/administration/office management.
- A minimum of 4 years of progressively relevant and practical experience, working in an executive office.
- Experience of arranging international travel for managers, including processing advances and claims.
- Strong customer service skills, good organizational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
- Sociable personality that facilitates good interaction between the individual, and internal and external parties including on the phone.
- Strong proactive “can-do” approach. Applicants must have the ability, energy and appropriate demeanor to take initiative and plan and carry out necessary tasks to ensure the office’s activities are successful.
- Excellent and professional communication skills are required.
- Strong typing skills.
- Excellent sense of initiative, confidentiality, enthusiasm, and team spirit.
- Knowledge of rules and procedures or experience in relation to working with elected officers.
- Preference will be given to applicants who have gained experience in international organizations.
- Excellent written and verbal communication skills in English or French, with knowledge of the other language. Bilingual applicants will have an advantage.
- Proficiency in the use of Microsoft Standard software (Word, Excel, Access, PowerPoint).
- Proficiency in the use of SAP.
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