| JOB NAME |
Short Term Staff – Operations Assistant – [Country Office: Benin, Cotonou]
POSTED BY: African Development Bank Group
REF:AFDBG 2098
Date Published:Tuesday, August 27, 2024
Date of Expiration:Sunday, February 23, 2025
RECOMMEND THIS JOB ON FACEBOOK
|
|
|
| LOCATION OF THIS JOB |
 Benin | COTONOU in Benin |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
|
| JOB TYPE |
| Contract |
| MAIN JOB DESCRIPTION |
Location: Cotonou, Benin
Position Grade: GS7
Position Number: 50094803
Posting Date: 22-Aug-2024
Closing Date: 05-Sep-2024
THE BANK:
Established in 1964, the African Development Bank is the premier pan-African development institution, promoting economic growth and social progress across the continent. There are 81 member states, including 54 in Africa (Regional Member Countries). The Bank’s development agenda is delivering the financial and technical support for transformative projects that will significantly reduce poverty through inclusive and sustainable economic growth. In order to sharply focus the objectives of the Ten-Year Strategy (2024 – 2033) and ensure greater developmental impact, five major areas (High 5s), all of which will accelerate our delivery for Africa, have been identified for scaling up, namely; energy, agro-business, industrialization, integration and improving the quality of life for the people of Africa. The Bank is seeking to build a management team that will lead the successful implementation of this vision.
THE COMPLEX:
The Vice-Presidency for Regional Development, Integration and Business Delivery (RDVP) is responsible for operational relevance, efficiency and effectiveness of the Bank Group’s operational programs, and activities. The RDVP will ensure that the Bank operates successfully across its Regional Member Countries (RMCs) and oversee the full implementation of all aspects of the Bank’s Regional Directorates and Country Offices.
THE HIRING DEPARTMENT:
The various Country Office falls within one of the five (5) Regions of the Africa Regional Development, Integration and Business Delivery Hubs. The Regional Hubs oversee a combination of country and liaison offices, as well as non-presence countries. The Director General of the regional hub is accountable of the specific African region and is supported by a Deputy Director General (DDG). The Regional Directorates hold the administrative capabilities and relevant sectoral functions to provide overall strategic direction to country offices within the regions and are responsible for the Bank’s operations, business development, project management and overall effective delivery of the Bank’s High 5s agenda.
Country Offices of the African Development Bank have been established to strengthen policy dialogue between the Bank, Governments and other stakeholders; improve performance of the project portfolio and aid coordination with other development partners. Each country office is headed by a Country Manager.
THE POSITION:
1. The Short-Term Staff - Operations Assistant will work closely with the Country Manager and the Country Program Officer team to provide operational and administrative assistance.
2. The incumbent will assist the Country Manager and the team in the effective day-to-day management of the Bank's project portfolio in Benin and administrative assistance to the office
KEY FEATURES:
Under the supervision of the Country Manager and the Country Program Officer, and in close liaison with the CPO and sector experts, the Operations Assistant will perform the following tasks:
OPERATIONAL MANAGEMENT
1. Ensure that documents submitted to the Country Manager for signature are complete, accompanied by necessary attachments and reference documents;
2. Draft correspondence related to office and administrative activities on his/her own initiative or on the basis of instructions and finalize them for the signature of the Country Manager;
3. Verify that outgoing correspondence is presented in accordance with the formats agreed upon by the Bank and verify possible typographical errors, presentation, completeness and procedural accuracy of all documents submitted to the Country Manager for authorization, approval or signature;
4. Review and classify all correspondence, and pay particular attention to priority and important correspondence and submit it to the relevant Experts accordingly;
5. Track and ensure that dates and deadlines are met using appropriate tracking tools and that correspondence and requests are processed in a timely manner;
6. Follow up with project coordinators to provide information requested by Experts and the OPC;
7. Provides administrative support to staff with regard to logistical arrangements for business planning, including support for the recruitment of consultants as well as the preparation and execution of training activities, in accordance with budgetary provisions;
8. Liaise with the DGFD focal point to ensure compliance with the signature of aides-memoires within the agreed deadlines;
9. Enter contracts and amendments into SAP and follow up on their approval with the business units;
10. Provide the necessary support to TMs for the entry of Results Matrices, IPRs and PCRs;
11. Participate in country team meetings and prepare the minutes, as required;
12. Participate in missions, and collect photos, videos and any communication support developed by the UGPs.
COMMUNICATION AND LIAISON
1. Manage the flow of information between the Country Manager and other staff members of the country office ;
2. Follow up on the deadlines for the completion of tasks with the Experts;
3. Organize and participate in meetings with Experts and Country Program Officer, according to schedules; and the weekly program of the latter; and prepare the minutes, if applicable
4. Establish the time and venue of meetings, gather the necessary briefing materials for meetings that are required by the relevant country offices/divisions; remind the Country Manager, Experts and other staff of scheduled meetings ;
5. Provides protocol and event management services in support of senior management visits and events conducted by the Office or in which the Office participates, in coordination with government, regional office and headquarters protocol officials, as required.
OFFICE ADMINISTRATION
1. Assists in the preparation of presentations using PowerPoint and other software packages on his/her own initiative or on the basis of instructions;
2. Perform other administrative duties (photocopying, emails) as required.
|
| REQUIREMENTS FOR THIS JOB |
SELECTION CRITERIA (Skills, Knowledge and Experience):
1. Hold a minimum of a Bachelor’s Degree or its equivalent in business management, commerce, administration, or a related discipline ;
2. Additional training in secretarial work, administration or office management would be an asset;
3. Have a minimum of five (05) years of relevant and practical experience in administrative and secretarial positions, in similar offices of international organizations, development banks or similar institutions;
4. Experience in the private sector will be an asset;
5. Has good knowledge of administrative and office support services, including systems and procedures;
6. Good coordination skills - be methodical and self-organized;
7. Demonstrate a well-established commitment to providing excellent customer service with a focus on reception and administration;
8. Good interpersonal, planning and organizational skills;
9. Ability to react quickly to respond to immediate requests;
10. Flexibility to adapt, positive attitude towards change and constructive and creative approach to problem solving;
11. Proficiency in the use of standard equipment (computer, fax, scanner, photocopier, etc.);
12. Ability to communicate effectively, solve problems, be customer service oriented, be a good team player and demonstrate operational efficiency;
13. Have good innovative and creative approaches to activities in order to strengthen and add value to customers and the organization;
14. Ability to communicate effectively (written and oral) in French, preferably with a working knowledge of English;
15. Ability to use standard Microsoft Office applications (Word, Excel, Access, PowerPoint, SAP and/or other integrated document management system).
THIS POSITION DOES NOT CONFER ENTITLEMENT TO THE CONDITIONS OF SERVICE THAT REQUIRE INTERNATIONAL STATUS. THE INCUMBENT WILL BE RECRUITED LOCALLY AS STAFF ON SHORT-TERM CONTRACTS (Local staff).
Should you encounter technical difficulties in submitting your application, please send an email with a precise description of the issue and/or a screenshot showing the problem to: HR Direct HRDirect@AFDB.ORG(link sends e-mail)
Apply for this position
1- Regular Staff
If you are currently working at the African Development Bank as a regular staff, click on the button below to apply for this position.
2- External Candidate
If you are not currently working at the African Development Bank, or if you are a Short Term Staff (STS), a Technical Assistant or a Consultant at the Bank, click on the button below to apply for the position.
To apply for this position, you need to be national of one of AfDB member countries.
Applicants who fully meet the Bank's requirements and are considered for further assessment will be contacted. Applicants should submit a concise Curriculum Vitae (CV) and any additional documents that may be stated as required. The President of the African Development Bank reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer. Female candidates are strongly encouraged to apply. http://www.afdb.org
|
|
English 
FRENCH
