Team Assistant- Governance at Flexi-Personnel

Duties and Responsibilities

• Under the overall administrative authority of the Division Manager ECGF 2 within the East Africa Regional Development and Business Delivery Office (RDGE), the Team Assistant will be responsible for:
• Developing and maintaining administrative systems to efficiently handle paper document flows, track records, organize and manage files, documents, and computerized data.
• Supporting the operational team in ECGF 2 in RDGE in interacting with internal and external stakeholders in the implementation of the lending program, portfolio management, strategic dialogue, as well as economic and sector studies.
• Providing administrative support to the ECGF2 operational team, including the coordination of Missions. Prepare monthly, quarterly and ad hoc reports on the division’s portfolio management and performance; Keep and maintain the division project portfolio database (active and pipeline projects); the preparation and presentation of mission- and meeting-related documents.
• Contributing to the quality review and editing of documents while participating in meetings to review project and portfolio-related reports, including but not limited to Project Concept Notes, Project Appraisal Reports, Project Completion Reports, and Country Portfolio Performance Reviews Reports.
• Support the coordination, preparation and monitoring of the administrative budget. Participate in identification of resource requirements, preparation, submission, and administration of the budget; recommended, if necessary, reallocation of funds, coordinate data on mobilization of bilateral resources.
• Assisting in the preparation of communication and presentation materials by drafting detailed memos, creating spreadsheets/presentations, and conducting initial analyses related to departmental initiatives.
• Liaise with the Technology Corporate IT Services department (TCIS), if necessary, for all issues relating to the SAP system and other information technologies; play the role of SAP resource person in the division; provide technical assistance to PL and GS Staff of the division in the use of SAP, PS.
• Work with the Tasks Managers to update Project Data and ensure consistency of information into the BRAG, SAP PS, BPPS ; Prepare and Monitor the Department Mission Program.
• Supporting the preparation of documents, briefing notes, spreadsheets, and correspondence required for project and program management. Organize, arrange and provide portfolio information during the Division’s meetings.
• Assisting in the preparation and organization of activities such as seminars and workshops, preparing PowerPoint presentations, taking notes during meetings, and drafting minutes as necessary.
• Managing all logistical matters related to meetings, scheduling appointments, events, and mission travels to ensure smooth execution of these activities. 12. Performing any other operational support tasks as deemed necessary.

Requirements (including desirable skills, knowledge and experience)

• At least a Bachelor’s degree or its equivalent in business administration, commerce, economics, management or any other relevant fields.
• At least two-four (2-4) years of relevant experience.
• Excellent written and verbal communication skills in English, working knowledge of French is an advantage.
• Excellent organizational and interpersonal skills.
• Ability to prioritize tasks and manage time effectively.
• Knowledge of the standard software (Word, Excel, Access and Power Point) and knowledge of SAP will be an asset.
• Proven ability to work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups;