Administrative Assistant - Operations Division, ALSF at 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: Administrative Assistant - Operations Division, ALSF

Position Number: 50104679
Location: Abidjan, Cote d'Ivoire
Position Grade: GS6

The position

• The Administrative Assistant is part of the Operations Division and assist the Sector Leads, Heads of Units (Advisory and Capacity Building) and the Division Manager & Head of Operations to perform administrative and secretarial support functions including such tasks as the provision of and administrative services to support the planning and/or implementation of projects or activities within the Operations Division.

Responsibilities and Duties of Position (description of the Key Functions/Activities/Tasks):
The Administrative Assistant reports to the Division Manager & Head of Operations. The incumbent’s role as the Administrative Assistant includes, but is not limited to:

Workflow Management:

• Devise and maintain office systems to deal efficiently with paper flow; organize and store paperwork, documents and computer-based information; these include the management of the filing and retrieval system.
• Advises on the allocation of support staff to meet priorities, workload and timeliness.

Meetings:

• Prepare documents, briefing papers, reports, spreadsheets and presentations.
• Processes the schedule of the Division meetings within the ALSF.
• Makes necessary arrangements for visiting delegations.

Administration:

• Devises and maintains efficient office systems.
• Tracks and follows up on documents and disbursements in accordance with the ALSF’s Project Cycle.
• Manages the flow of information by receiving, examining, sorting and monitoring the ALSF’s incoming and outgoing emails, considering the priority and urgency of the documents concerned; organizes logical filing of this correspondence.
• Drafts and review emails and documents in conformity with administrative instructions, including the ALSF Style Guide.
• Review memoranda, documents, contracts and correspondence to be submitted, along with their background documents, for the Division Head’s or the Director’s signature.
• Consolidates the Division reports and the reporting on level of work executed and following up with Division Head and staff on relevant documents.
• Drafts correspondence that requires research and/or discussion on administrative and technical matters including information memoranda to staff and various self-explanatory memoranda to obtain information from other Units.
• Liaise with professional staff in the Division or with other Division to obtain information for projects.
• Assists in and advises the Division’s Head on a variety of administrative and personnel matters.
• Negotiates with CHGS on allocation of appropriate office space for the ALSF by providing justifications; responsible for organizing and coordinating office moving operations.
• Coordinates staff missions’ logistics and submits staff missions’ claims, BTOR’s and training programs expenses.
• Assist with the logistics of training and capacity building events, including undertake related missions at the request of the Division’s Head.
• Create purchase requisitions for the procurement of goods and services in SAP, request for vendor creation for law firms and service providers from the Vendor Creation Department and request the creation of bank accounts for law firms and service providers from the Cashier Department.
• Follow-up on law firms and service providers disbursements.

Secretarial Duties:

• Ensure maintenance of enough stocks of stationery and other basic office requisites.
• Handle internal and public enquiries; screen telephone calls, deal with incoming emails and requests and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and make appointments.
• Maintain confidential records and filing of reports, correspondence and related material for ease of referral.

Competencies required for the job (skills, experience, and knowledge required)
Qualification and Experience Required:

• A minimum of a Bachelor’s degree in Business Management, Commerce, Administration or related discipline, preferably supplemented with courses in Administration/Office Management or Secretarial studies (BTS or DUT).
• A minimum of five (5) years of progressively relevant and practical experience, in an executive office preferably in an international organization.

Required skills are those related to know-how and interpersonal skills:

• Good organisational, budgeting and planning skills will be highly desirable.
• Good organizational, analytical and writing skills, ability to make sound judgments and decisions.
• Ability to work under pressure in the dynamic setting of an international and multicultural setting.
• Speedy and efficient handing of internal and external requests.
• Ability to work and cooperate with others from diverse background.
• Excellent working knowledge and experience in administrative and sectorial skills and duties.
• Strong customer service skills, good organizational skills, ability to multitask, attention to detail and ability to work under pressure and with a diverse workforce.
• Excellent written and verbal communication skills in English and/or French, with a good working knowledge of the other language.
• Competence in the use of Bank standard software (Word, Excel, Access and Power Point), knowledge of SAP or other ERP system would be an added advantage
• Excellent levels of initiative, enthusiasm and team spirit, and interpersonal skills.
• Ability to interpret ALSF policies, guidelines and procedures.

Particular Conditions of Job Exercise (environment, constraints), if applicable:

• Must be a citizen of a member country of the African Development Bank
• Requires occasional travel.
• Must demonstrate a high level of integrity, moral values, discretion, and confidentiality.

Application Closing Date
11th July, 2025.

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