Team Assistant at African Development Bank

Under the general supervision of the Division Manager – Agriculture and Rural Finance (AHFR1), the Team Assistant will play a supportive role in the coordination and delivery of the unit. He/She will lead on the establishment and maintenance of all information management systems and databases (e.g. SAP) to enable the effective result-based management.  He/She will generate information and reports to inform on the progress, achievements and outcomes of the AHFR1 funded projects and the AHFR as a whole. He/She will oversee the smooth operation of the offices’ support work and related systems by assuming responsibility for the organisation and coordination of work flow as well as reviewing, processing and executing a variety of accounting and resource management transactions. Specific duties and responsibilities include:

Duties and responsibilities

Reporting to the Division Manager – AHFR1  the Team Assistant is responsible for:

Resources Management:

• Manage systems; create and process expense reports in SAP.
• Assist the management in issues concerning resources such as the administrative budget; monitor and review expenses and bring issues to the attention of Manager.
• Participate in the preparation of the annual and mid-year budget review by inputting data and the monitoring thereof.

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, entering project information and producing the Department’s various status reports i.e.  Active Projects, Pipe Line Projects, Project Status Reports, etc.

Problem Solving:

• Respond to inquiries on operational matters from Bank executives; liaise with member countries and other staff; coordinate with other members of management and partners; work with other operations assistants, secretaries and groups in different locations.
• Carry out background research in field of competence and present in a logical manner.
• Perform any other duties reasonably requested by management.

Workflow management:

• Devise and maintain efficient office systems.
• Track and follow up on documents; deal with incoming email, faxes and general mail.

Office Administration:

• Organize and attend to multiple meetings, appointments and events to ensure that responsible management are well prepared.
• Arrange travel, visa and accommodation; travel occasionally with management to provide general assistance.
• Initiate and prepare various administrative documents and forms, such as staff list, staff travels, staff absence (annual leave, home leave, excused absence and maternity leave) as well as statistical data when required on staff;
• Assist Investment Officers / Task Managers in the preparation of reports.
• Create contracts for hiring consultants in DACON.
• Create contracts from projects in SAP.
• SAP entry of project information
• Perform other duties as assigned by supervisor.

Requirement/Skills

• Hold at least a Bachelor’s degree / Maîtrise or equivalent diploma, higher education in business administration, economics and / or statistics would be an asset;
• Have a minimum of five (5) years of professional work experience in project management, work programme and budget preparation, and information management.
• Good understanding of the functions, organization and procedures of the Bank; leadership; strong research capabilities and problem solving;
• Excellent organizational skills, ability to prioritization in its own program of work, ability to perform the tasks in a timely and effective manner;
• Good interpersonal skills, ability to establish and maintain effective working relations in a multicultural environment;
• Ability to communicate orally and in writing effectively in French or English, with a good working knowledge of the other language.
• Competence in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint, SAP and/or other integrated document management system).