| JOB NAME |
Short Term Staff – Team Assistant – [Country Office: Benin, Cotonou]
POSTED BY: African Development Bank Group
REF:AFDBG 2101
Date Published:Tuesday, August 27, 2024
Date of Expiration:Sunday, February 23, 2025
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| LOCATION OF THIS JOB |
 Benin | COTONOU in Benin |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Contract |
| MAIN JOB DESCRIPTION |
Location: Cotonou, Benin
Position Grade: GS4
Position Number: 50086971
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:
Under the supervision of the Country Manager, and in close collaboration with the Assistant to the Country Manager, the Team Assistant will carry out the following tasks:
Workflow
1. Receive and record all incoming documents from the Country Office (letters, notes verbales, invoices, etc.).
2. Make hotel room reservations for missions, and regularly update lists for this purpose (missions, hotels, etc.).
3. Write draft reports of staff meetings (voice recording of sessions).
4. Quarterly update of the list of supplies and various missing items, allowing new purchases to be launched for the Office.
5. Perform other administrative tasks (photocopies, emails) as needed.
6. Support other Office Assistants if necessary in case of need or absence.
Communication and Liaison
1. Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting them to the relevant staff, if necessary.
2. Filter incoming calls/visitors, make appointments for visitors to meet the relevant Experts.
3. Provide basic information to Experts and the Principal Assistant to the Country Manager for meetings with official visitors and/or staff members;
4. Support the Assistant to the Country Manager with basic information to the Country Manager for his meetings with official visitors and/or staff members (in the absence of the latter).
Record keeping and documentation
1. -Maintain a filing system for files in paper and electronic formats, to meet the needs of the Country Office.
2. Maintain a monthly activity calendar showing all assignments received by the Country Manager and other staff members. This also includes all visits and appointments at the Country Office;
3. Obtain briefing notes and reference documents for meetings, seminars, workshops, etc., attended by the Country Manager and where applicable staff, checking their availability and ensuring that they have appropriate information files and documents;
4. Maintain the various lists of addresses of partners and suppliers working with the Country Office.
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| REQUIREMENTS FOR THIS JOB |
COMPETENCIES (skills, experience and knowledge):
1. Hold at least a BTS, DUT or equivalent diploma in business management, commerce, administration or a related discipline;
2. Additional training in secretarial, administrative or office management would be an asset;
3. Have a minimum of three (3) 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. Have good knowledge of office administration and 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 focused 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. Skill in using standard equipment (computer, scanner, photocopier, etc.);
12. Be able to communicate effectively, solve problems, be customer service oriented, have good team spirit and demonstrate operational efficiency;
13. Have good innovative and creative approaches to activities, in order to strengthen and bring added value to customers and the organization;
14. Have an ability to communicate effectively (written and oral) in French, preferably with a working knowledge of English;
15. Know how to use standard Microsoft Office applications (Word, Excel, Access, PowerPoint, SAP and/or another integrated document management system).
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)
Apply for this position
1- Regular Staff
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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
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English 
FRENCH
