Team Assistant, PSEG1 at African Development Bank - AfDB

Position Number: 50001441
Position Grade: GS5

The Complex

• The President, plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the ADB and the ADF. The President supervises several Departments and Units including Office of the President (PRST0); Independent Development Evaluation Department (BDEV); Integrity and Anti-Corruption Department (PIAC); Compliance Review and Mediation Unit (BCRM); Secretariat to the Sanctions Appeals Board (BSAB); Administrative Tribunal (BATR); Office of the Auditor General (PAGL); Group Risk Management Directorate (PGRM);  General Counsel and Legal Services Department (PGCL); Communication and External Relations Department (PCER); Staff Integrity and Ethics Office (PETH) and Office of the Secretary General & General Secretariat (PSEG).

The Hiring Department

• The role of the Banks' Office of the Secretary General and the General Secretariat (PSEG) is to facilitate the delivery of the objectives of the Bank’s Ten-Year Strategy, High 5s, and Development and Business Delivery Model (DBDM) by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. PSEG is comprised of: the Immediate Office of the Secretary General (PSEG.0) which has the additional responsibility of managing the Disclosure and Access to Information (DAI) and Archives as well as Conferences and Meetings; Board Affairs and Proceedings (PSEG.1); and Protocol, Immunities and Privileges (PSEG.2).
• The main functions of the Board Affairs and Proceedings (PSEG1), which would be overseen by the Director of Board Affairs are to: Prepare the work programmes, agenda and schedules of meetings of the Boards and the Committees; Organize meetings of the Boards and their committees, as well as provide them with secretarial services; Provide secretariat services for the Boards of Governors and their subsidiary organs, and manage the relations between these Boards and Senior Management; Monitor the implementation of decisions of the Boards by the organizational units concerned; Provide administrative, and support services to Elected Officers, and provide recruitment support for their offices; and Preserve and safeguard the Bank’s institutional memory. 

The Position

• The Team Assistant will work closely with the Director and the Team to provide administrative support. The incumbent of the position will help the Director and the team to make the best use of time by dealing with secretarial and administrative tasks.  

Key Functions
Under the overall supervision of the Director, the Team Assistant performs the following:
Workflow Management:

• Undertake such transactional tasks and processes that support the smooth running of the work of the Manager and Team.
• Provide support and follow up on routine administrative correspondence and processes.
• Undertake correspondence and tasks 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 Manager / Team Leader for clearance, approval or signature.
• Review and prioritize important correspondence and tasks for execution.
•  Follow-up and ensure that tasks are completed with dispatch and within given deadlines.

Communication and Liason:

• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned division members or action parties as appropriate.
• Facilitate the arrangements for meetings with respect to their timings and booking of venue.
• Provide support to the Manager / Team for appointments with official visitors and/or staff members.
• Follow up on work deadlines for routine and assigned tasks.
• Schedule meetings for the Manager / Team, according to schedules and Agenda for the week.
• Arrange time and venue for meetings, and provide support required for their success.

Record Keeping and Documentation:

• Maintain a filing system in both hard and soft copies to meet the needs of the Division / Team.
•  Keep a weekly calendar of activities that shows all meetings to be attended by the Manager / Team Leader as well as by other staff members including all external visits to the Department.
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's staff, checking their availability and ensuring they have the appropriate briefing files and documents.
• Maintain Contact address / Mailing directory of partners working with the Division / Team.

Office Adminstration:

• Make travel arrangements for the manager / Team including tickets, hotel reservation, etc.
• Support the preparation of presentations as required.
• Photocopy and send electronic communication when the need arises.
• Undertake any other related tasks as assigned by the Manager / Team Leadership

Competencies (Skills, Experience, and Knowledge)

• Hold a minimum of a Bachelor's degree or its equivalent in Business Management, Commerce, Administration, or related discipline;
• Have a minimum of four (4) years of relevant experience in progressive positions, attached to an executive’s office, preferably in an international organization;
• Be able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting;
• Ability to handle speedily and efficiently internal and external requests;
• Ability to manage simultaneous and shifting demands, priorities, and tight deadlines;
• Proficiency in the use of standard equipment (computer, scanner, photocopies etc.);
• Demonstrable commitment to delivering excellent customer service focused reception and administration services;
• Be able to multitask, excellent problem-solving skills and attention to detail;
• Effective communication; highly client oriented, good teamwork and relations;
• Ability to work and cooperate with others from diverse backgrounds and therefore operate effectively in a multicultural organization;
• Good innovative and creative approaches to activities in order to enhance performance and create added benefits for the clients and the organization;
• Integrity and confidentiality;
• Proficiency in written and verbal communication in English or French, with a good working knowledge of the other;
• Competence in the use of Bank standard software (Word, Excel, Access, and PowerPoint). Knowledge of SAP or other ERP systems would be an added advantage;