Unit Assistant 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: Unit Assistant

Location: Abidjan, Cote d'Ivoire
Employment Type: Full-time
Position Grade: GS7

The Complex

• The Presidency complex, plans, supervises, and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the ADB and the ADF.
• The President supervises several Departments and Units including Office of the President (PRST0); Independent Development Evaluation Department (BDEV); Integrity and Anti-Corruption Department (PIAC); Compliance Review and Mediation Unit (BCRM); Secretariat to the Sanctions Appeals Board (BSAB); Administrative Tribunal (BATR); Office of the Auditor General (PAGL); Group Risk Management Directorate (PGRM); General Counsel and Legal Services Department (PGCL); Communication and External Relations Department (PCER); Staff Integrity and Ethics Office (PETH) and Office of the Secretary General & General Secretariat (PSEG).
• The ADF. The President supervises several Departments and Units including Office of the President (PRST0); Independent Development Evaluation Department (BDEV); Integrity and Anti-Corruption Department (PIAC); Compliance Review and Mediation Unit (BCRM); Secretariat to the Sanctions Appeals Board (BSAB); Administrative Tribunal (BATR); Office of the Auditor General (PAGL); Group Risk Management Directorate (PGRM); General Counsel and Legal Services Department (PGCL); Communication and External Relations Department (PCER); Staff Integrity and Ethics Office (PETH) and Office of the Secretary General & General Secretariat (PSEG).

The Hiring Department / Division

• The Sanctions Appeals Board (SAB) is the second tier of the Bank’s sanctions system. It makes final decisions on appeals from entities or individuals against whom the first tier, the Sanctions Commissioner, which acts on referrals from the Department of Integrity and Anti-Corruption has issued a sanctions decision, for allegations of corruption, fraud, collusion, coercion, and obstruction (collectively referred to as "Sanctionable Practices"), committed in Bank Group-financed projects, programs, and activities. The SAB has a quasi-judicial function and reviews each case “de novo” and may hold oral hearings. After reviewing the case, the SAB issues a final decision on liability and sanctions against the accused entities or individuals, following an adversarial procedure.
• The Sanctions Appeals Board (SAB) reports to the Board of Directors, and the Head of the Secretariat, the Executive Secretary to the Sanctions Appeals Board reports administratively to the President of the Bank and functionally to the Chair of the Sanctions Appeals Board.
• The Secretariat to the Sanctions Appeals Board (BSAB) is one of the African Development Bank Group’s Oversight and Accountability Mechanisms. It is established to help the Bank reinforce the accountability of its financed operations and corporate activities as a core part of its good governance and transparency objectives.

The Position

• Under the supervision of the Executive Secretary to the Sanctions Appeals Board, the level of responsibility associated with the position as Administrative Assistant requires the job holder to work independently, and with a high degree of diplomacy and sensitivity for confidential issues.
• The nature of the work might require occasional overtime work and availability after normal working hours.
• The main objectives of the position are to provide a wide range of assistance to the team for the implementation of its work program, including workflow management, office administration, resources management and Analytical Work.

Key Functions
Under the overall supervision of the Executive Secretary to the Sanctions Appeals Board, the Administrative Assistant will perform the following:
Workflow management:

• Devise and maintain efficient office systems.
• Track and follow-up on documents, draft letters, and memoranda, monitor incoming emails, deal with faxes and general correspondence and briefs.
• Ensure secure filing of sensitive and confidential information and put in place an efficient management of these files.
• Proof reading of translated documents to ensure compatibility with the original texts.

Office Administration:

• Organize and attend to multiple meetings, appointments, luncheons, and events to ensure that responsible management is well prepared.
• Arrange travel, visa, and accommodation for the staff of the Secretariat to the Sanctions Appeals Board, the Executive Secretary to the Sanctions Appeals Board and the members of the Sanctions Appeals Board.
• Handle internal and public enquiries in administrative matters; screen telephone calls from within the bank and from external collaborators and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and make and follow-up on appointments.
• Aid staff members or consultants of the Secretariat and the members of the SAB.
• Provide general administrative support for the Secretariat by liaising with the Human Resources Department (PTVP), the IT Department (TCIS), the Accounts Department (FIFC), the Budget Department (SNPB), the Secretariat General (PSEG), and the General Service and Logistic Department (TCBC) in respect of office accommodation, allocation of office furniture, equipment, and supplies. Requests for repair and maintenance work and follow-up to ensure that such work has been satisfactorily carried out.
• Initiate and prepare various administrative documents and forms, such as staff and consultants lists, staff and consultants travel and staff absences (annual leave, home leave, excuses absence, and maternity leave), as well as statistical data on staff, as required.

Resource Management:

• Assist the Executive Secretary to the Sanctions Appeals Board in issues concerning resources such as administrative budget; monitor and review expenses and bring issues to the attention of management.
• Manage systems; create and process expense reports in SAP.
• Inputting data in SRAS and monitoring thereof.
• Be conversant with DACON applications and procurement rules regarding hiring of consultants.
• Manage payment of SAB members, individual consultants and external parties in SAP and follow up of payment.
• Assist in the preparation of the annual budget and reporting by providing inputs on activities handled.
• Participate in the monitoring and update data on Work program and Key Performance Indicators.
• Assist in the recruitment of consultants, STS, and the replacement of SAB members.

Analytical Work:

• Produce documents, briefing papers, reports, spreadsheets, and presentations.
• Take notes at meetings, write letters, and prepare minutes as requested.
• Assist where applicable with the programming of operational activities by using the appropriate software.

Problem Solving:

• Liaise with the Chairperson and the members of the Sanctions Appeals Board and organize their missions.
• Liaise internally with the Sanctions Office (SNSO), the Integrity and Anti-corruption Department (PIAC), the Legal Department (PGECL), the Human Resource Department (PTVP), the Department of Acquisitions (SNFI), and all other Departments and staff members.
• Respond to inquiries; liaise with clients and other staff; coordinate with other members of staff.
• Liaise with the secretariat to the Sanctions Appeals Board of other International Finance Institutions (IFIs) such as, the World Bank Group (WBG), the Inter-American Development Bank Group (IDB), the Asian development Bank (AsDB), and the European Bank for Reconstruction and Development (EBRD).
• Assist the Executive Secretary to the Sanctions Appeals Board on the preparation of files, notes, PowerPoint presentations to the Chairperson of SAB, SAB members, the office of the President and AfDB Board.
• Carry out background research in field of competence and present in a logical manner.
• Perform any other duties as requested by the Executive Secretary to the Sanctions Appeals Board.

Competencies (Skills, Experience, and Knowledge)

• Hold at least a Bachelor's Degree or its equivalent in Law, Business Management, Accounting, Administration, or related discipline.
• Have a minimum of five (05) years of relevant professional experience working in a senior executive office in support function, preferably in a Multilateral Development Banks.
• Good budgeting and planning skills.
• Strong customer service skills, good organizational skills, ability to multitask, attention to details and ability to work with a diverse workforce.
• Ability to handle confidential information with greatest discretion.
• Demonstrated team building and inter-personal relationship.
• Ability to manage multiple, simultaneous, and shifting demands, priorities, and tight deadlines.
• Good typing skills and highly desirable with excellent levels of initiative, enthusiasm, team spirit and organizational and interpersonal skills.
• Strong proactive “can do” approach. Ability, energy, and appropriate demeanour to take initiative and plan and carry out necessary tasks to ensure the office’s activities are successful.
• Ability to be flexible, open minded with integrity.
• Innovation & Creativity.
• Communication
• Client Orientation
• Problem Solving
• Team working and relationships.
• Operational Effectiveness
• Ability to communicate effectively (written and oral) in French and English.
• Competence in the use of standard MS office applications (Word, Excel, Access, and PowerPoint) and preferably SAP.

Application Closing Date
2nd May, 2024.

How to Apply
Interested and qualified candidates should:
Click here to apply online