Short-Term Staff - Team Assistant to the DG at the African Development Bank Group (AfDB)

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: Short-Term Staff - Team Assistant to the DG

Location: Abuja
Employment Type: Short Term
Position Grade: GS6

The Complex

• The Vice-Presidency for Regional Development, Integration, and Business Delivery (RDVP) is responsible for the operational relevance, efficiency, and effectiveness of the Bank Group’s operational programs and activities.
• RDVP ensures that the Bank operates successfully across its Regional Member Countries and oversees the full implementation of all aspects of the Regional Development, Integration, and Business Delivery Hubs: Central Africa, East Africa, North Africa, Southern Africa, and West Africa, in addition to the Nigeria Country Department, which has the profile of a Regional Business Delivery Hub.

The Hiring Department

• The Nigeria Country Department (RDNG) of the African Development Bank has been established to strengthen policy dialogue between the Bank and the Government and other stakeholders; improve the performance of the project portfolio and strengthen aid coordination with other development partners.
• RDNG invites applications from suitably qualified candidates to fill the vacant Team Assistant position.
• This position is based in Abuja, Nigeria, and does not attract international terms and conditions.

Key Functions
Under the overall administrative authority of the Director General for the Nigeria Country Department (RDNG) and the day-to-day direct supervision of the Director- General the main responsibilities of the Team Assistant will be:

• Filter and direct incoming visitors, correspondence, emails, and telephone calls, highlighting urgent and priority matters requiring the Director-General’s attention.
• Implement and maintain a tracking system for all incoming letters to the organization.
• Follow up with staff to guarantee timely action on all assigned correspondence.
• Generate and distribute regular reports on the status of incoming and pending correspondence.
• Develop strategies to improve response times and correspondence management processes.
• Serve as the main point of contact for inquiries regarding the status of letters and responses.
• Assist in maintaining the calendar and managing the smooth running of the Director-General’s office and commitments, in particular the organization of conferences, meetings, and other official events.
• Ensure that the Director-General is prepared for meetings and commitments with relevant background materials.
• Draft, type, and dispatch memoranda, acknowledgment letters, and responses to correspondence, and follow-up with relevant staff.
• Proofread routine documents prepared for the Director-General’s attention and signature, in consultation with relevant staff.
• Schedule meetings between the Director–General and key stakeholders within and outside the Bank and compile relevant documentation and briefings.
• Compile engagements, invitations, and other requests for weekly diary meetings.
• Coordinate travel and accommodation arrangements and produce a folder with a diary and background documents for missions.
• Provide administrative support, including preparation of administrative and budget forms and processing of requests in SAP.
• Process mission documents in SAP including travel requests, perdiems, tickets, and claims for the Director-General.
• All other secretarial and administrative duties as required by the Director-General.

Competencies (Skills, Experience, and Knowledge)

• A minimum of Bachelor's Degree in Business or Public Administration, preferably supplemented with courses in Secretarial Duties, and Training / Administration / Office Management.
• Have a minimum of 4 years of relevant practical experience acquired in a similar environment.
• Experience in international organizations will be an advantage.
• Excellent organizational and administrative skills.
• Strong client service skills orientation, ability to perform multiple tasks, attention to detail, and ability to work in a diverse and multicultural environment.
• Proficiency in database management and office software.
• Strong typing skills, excellent sense of initiative, confidentiality, enthusiasm, and team spirit.
• Knowledge of rules and procedures or experience about working with elected officers.
• Excellent written and verbal communication in English or French, with a good working knowledge of the other language.
• Strong proactive “can-do” approach. Applicants must have the ability, energy, and appropriate demeanor to take initiative and plan and carry out necessary tasks to ensure the office’s activities are successful.
• Experience in arranging international travel for managers, including processing advances and claims in SAP.
• Compete nce in the use of standard Microsoft software (Word, Excel, PowerPoint, Outlook); knowledge of SAP would be an added advantage.

Application Closing Date
24th April, 2024.