African Development Bank Group Country Office Assistant/ Secretary Job Vacancy

African
Development Bank Group (AfDB) – 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 80 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.

We
are recruiting to fill the position below:

Job
Title: Country Office Assistant/ Secretary –
RDGW0
Reference: ADB/18/193
Location: Ghana
Grade: GS6
Position N°: 50067633

The Complex
The Bank has reorganized and is developing the Regional Development,
Integration and Business Delivery Complex whose major objective is to build
regional capabilities and bring responsibility for client activities closer to
the regions. Five Regional Development, Integration and Business Delivery Hubs
have been created, each run by a Director General: Southern Africa, North
Africa, West Africa; East Africa, and Central Africa.

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
Hub oversees a combination of country and liaison offices, as well as
non-presence countries. The Director General is accountable of the
specific African region. Each Hub will house relevant operations, business
development and project implementation functions and administrative
capabilities in a shared service for rapid deployment into the individual
countries, to help drive the overall business of the Bank effectively on
the ground.
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

The
Position

Under
the Supervision of the Country Manager, The Country Office Assistant/
Secretary will work closely with the Country Manager and the Team to
provide administrative support.
The
incumbent of the position will help the Country Manager and the team to
make the best use of his time by dealing with secretarial and
administrative tasks.

Duties
and Responsibilities
The Country Office Assistant / Secretary will perform the following:

Manage
Country Manager’s incoming and outgoing mail and telephone communication;
Maintain
an appropriate filing system; process experts’ back-to-office reports,
ascertain the quality of documents requiring the approval and / or
signature of Country Manager, Experts and other staff members;
Prepare
and finalize draft correspondences (letters, faxes, etc. )
concerning various aspects, on behalf of the Country Manager;
Handle
Country Manager’s travels and hotel reservations;
Carry
out other ad hoc activities as may be assigned by the Country Manager.
Make
appointments for the Country Manager and experts and other staff of the
Country Office and keep their schedules up to date in the calendar and
diary;
Receive
visitors and attend to them with tact and discretion;
Prepare
briefing material used by the Country Manager for official missions and
special meetings;
Handle
protocol-related issues concerning reception of the visitors of the
Country Manager and of the Office;
Organize
Country Manager’s meetings ; coordinates official receptions given by the
Country Manager;
Participate
in staff meetings, take notes and produce reports ;
Draft
correspondence on non-substantive issues and ensure its follow-up;

Selection
Criteria
Including desirable skills, knowledge and experience

Be
able to multi task, excellent problem solving skill and attention to
detail;
Effective
communication; highly client oriented, good team working and relations;
Ability
to 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 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 asset.
Hold
a minimum of a Bachelor’s degree or its equivalent in business
administration, commerce, administration or a related field, supplemented
by training in secretarial functions/administration/office management;
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 work and cooperate
with others from diverse background;
Handling
speedily and efficiently internal and external requests;
Ability
to multi-task and manage simultaneous and shifting demands, priorities and
tight deadlines
Proficiency
in the use of standard equipment (computer, fax, scanner, photocopies
etc.);
Demonstrable
commitment to delivering excellent customer service focused reception and
administration services;