Location: Cotonou, Benin
Position Grade: GS8
Position Number: 50093950
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 Administrative and Financial Assistant will be responsible for implementing administrative services, including activities related to accounting and budget preparation, human resources and utilization supervision. facilities and resources of the Country Office.
2. He/she will effectively ensure the recording, control and management of Bank resources, operational activities of the Office, in accordance with Bank policies and guidelines.
KEY FUNCTIONS:
Under the general administrative authority of the Country Manager and the hierarchical supervision of the Administration and Finance Officer, the Administrative and Financial Assistant will perform the following tasks and responsibilities :
BUDGET PREPARATION AND EXECUTION :
Contribute to the development of the administrative budget of the Bank Country Office, in accordance with the timetable set by the Budget Department, while taking into account the specific investment needs of the Office.
1. Contribute to the recording, updating and monitoring of expenses, in accordance with the Bank's internal control rules and procedures.
2. Periodically report on the progress of budget execution and propose possible revisions.
3. Contribute to the implementation of procedures and controls in order to improve the efficiency of the service and achieve cost savings and promote efficient use of the Bank's resources.
4. Make suggestions to Management on how to improve the control environment of the Country Office.
FINANCES AND ACCOUNTING
1. Ensure timely payments of all invoices in accordance with established financial rules and procedures.
2. Ensure the proper maintenance of payment orders and any other supporting documents.
3. Process for payment the mission expenses of each member of staff, as well as their advances and balances and keep track of them.
4. Ensure the proper maintenance and daily updating of all necessary accounting books of the Field Office, as well as all archives, inventory files and identify and enter all financial transactions in SAP.
5. Contribute to the preparation of all Country Office financial and budget execution reports with a view to submitting them for review and final approval by the Country Manager.
6. Ensure the timely preparation and verification of reports, financial statements and schedules for the audit of Country Office activities.
HUMAN RESOURCES MANAGEMENT
1. Maintain all personnel records/files.
2. Update personnel documents.
3. Manage the services of Country Office staff, in accordance with the human resources policy and instructions in force.
GENERAL ADMINISTRATION: INSTITUTIONAL PURCHASES OF GOODS AND SERVICES AND MANAGEMENT OF GOODS AND EQUIPMENT
1. Contribute to purchasing activities for goods and services, in accordance with the Bank's rules and procedures.
2. Manage the preparation and monitoring of service provider contracts.
3. Identify Country Office supplies and take inventory of the Bank's goods and equipment.
4. Ensure the management of Country Office vehicles, in accordance with the Bank's transport policy and instructions in force.
5. Ensure the quality of the Bank's facilities, including workspaces, goods and equipment, as well as the provision of services related to the upkeep, maintenance and security of the facilities, in accordance with the Bank's standards.
6. Organize, supervise and monitor the activities of administrative staff and ensure their appropriate training, in order to obtain quality services.
7. Ensure that all administrative documents necessary for the proper functioning of the Country Office and staff are obtained from the competent authorities.
8. Ensure proper management and control of Country Office stores and petty cash.
9. Provide administrative support to all Country Office staff and visiting Bank missions, as appropriate.
10. Ensure that the classification of files is done appropriately in the Country Office.
11. Ensure that control mechanisms are suitable, that the separation of duties is effective and that Bank procedures are fully applied.
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COMPETENCIES (skills, experience and knowledge):
1. Hold at least a bachelor’s degree in business administration, accounting and/or finance.
2. Membership of an internationally recognized professional accounting body (e.g. CA, CPA, ACCA) will be considered an added advantage.
3. Minimum six (6) years of relevant professional experience. Experience in a similar position within a multilateral organization will be considered an advantage.
4. Knowledge and experience in administration, financial accounting and the full range of support services, with a high level of consistent performance.
5. Extensive knowledge and proficiency in the use of all relevant software and ability to help organize data and information retrieval systems.
6. Strong interpersonal and oral communication skills.
7. Proven ability to work effectively in a team in a multicultural environment and as a member of diverse groups.
8. Ability to use the Bank's current software (SAP, Word, Excel, Access, MS Projects and PowerPoint).
9. Have an ability to communicate effectively (written and oral) in English and Portuguese, preferably with a working knowledge of French.
THIS POSITION DOES NOT ATTRACT INTERNATIONAL TERMS AND CONDITIONS. THE POST HOLDER WILL BE CONSIDERED A SHORT TERM STAFF (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)
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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
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