Team Assistant, RDRI - Short Term Staff (STS) 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: Team Assistant, RDRI - Short Term Staff (STS)

Position Number: 50097180
Location: Abidjan, Côte d'Ivoire
Position Grade: GS5/GS6/GS7

Key Functions
Under the general guidance and supervision of the Head of Unit/Team Leader, the Unit/Team Assistant will perform the following tasks:
Workflow Management:

• Undertake transactions and processes that ensure the smooth running of the unit's/team's work;
• Provide support and follow up on correspondence and routine administrative processes;
• Process correspondence and tasks following the Bank's accepted formats and check on probable typographical errors, presentation, completeness and procedural accuracy of all documents submitted to the Head of Unit/Team Leader for authorisation, approval or signature;
• Review and prioritise important correspondence and tasks for performance;
• Monitor and ensure the timely and diligent completion of tasks.

Communication and Liason:

• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned team members or action parties as appropriate;
• Facilitate scheduling and venue arrangements for meetings;
• Provide support to the Head of Unit/Team Leader on appointments with official visitors and/or members of staff;
• Monitor deadlines for completion of routine and assigned tasks;
• Organise meetings for the Head of Unit/Team leader, in line with the week's schedule and programme;
• Schedule meetings and provide support to ensure their success;
• Draft meeting reports/minutes.

Record Keeping and Documentation:

• Maintain a filing system of paper and electronic records to meet the needs of the unit/team;
• Maintain a weekly calendar of activities showing all scheduled meetings to be attended by the Head of Unit / Team leader and other staff. This also includes any external visits to the department;
• Obtain briefing notes and reference documents for meetings, seminars, workshops, etc. to be attended by unit/team staff, checking their availability and ensuring that the relevant information packs and documents are available;
• Keep an up-to-date address book of contacts collaborating with the unit/team.

Office Administration:

• Organise travel for the Head of Unit/unit/team members, including tickets, hotel bookings, etc.;
• Provide support in the preparation of presentations as required;
• Photocopying and sending electronic communications as required;
• Perform any other related duties as assigned by the Head of Unit/Team Leader.

Competencies
(skills, experience and knowledge):

• A minimum of a Bachelor's degree in Business Management, Commerce, Business Administration, Communications or a related discipline;
• Training in secretarial and/or office administration and management is an advantage;
• Hold at least 4/5 years of relevant and practical experience in administrative and secretarial positions in similar positions in international organisations, development banks or similar institutions;
• Experience in the private sector will be an added advantage;
• Sound working knowledge of office administration and support services, including systems and procedures;
• Capacity to work under pressure and prioritize tasks in a dynamic international and multicultural environment;
• Efficient management of internal and external requests;
• Ability to work and collaborate with people from diverse backgrounds;
• Capacity to manage simultaneous and changing demands as well as  priorities and tight deadlines;
• Proficiency in the use of standard office equipment (computer, fax, scanner, photocopier, etc.);
• Proven commitment to excellent customer service with  focus on reception and administration;
• Strong writing skills;
• Communication;
• Problem solving;
• Client orientation;
• Teamwork;
• Operational efficiency;
• Innovation and creativity;
• Integrity and confidentiality;
• Proficiency in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint and SAP).
• Ability to communicate effectively in both written and spoken English or French preferably with a good working knowledge of the other language;
• Knowledge of SAP is an asset.

Application Closing Date
21st February, 2025.