African Development Bank (AfDB) Job for Team Assistant/Secretary

African Development Bank (AfDB) established to strengthen dialogue
between the Bank and the
Government, is recruiting to fill the vacant
position of:


Job Title: Team Assistant/Secretary

Reference: ADB /15/109
Grade: GS – 5/6/7
Location: Nigeria

Objectives
The Office of the Ombudsperson is a neutral and impartial facility
established in line with international practices to provide independent,
confidential and informal assistance to staff on grievances and
complaints related to human resources and workplace issues.

The key objective of the Team Assistant/Secretary is to provide
high-level administrative support to the Office of the Ombudsman thus
releasing him/her to devote more time to managing conflict and
undertaking activities that promote respectful and productive work
environment.

The Team Assistant/Secretary is required to work under the supervision of the Ombudsman and the Second Ombudsman.

In line with the standards of practice of the Ombudsman, he/she is
expected to demonstrate team spirit, show tact, diplomacy and respect to
all visitors to the Office as well as observe confidential nature of
all information handled by the Office.

Duties and Responsibilities

Management of Resources:

• Serving as the Budget Coordinator: preparation of the Annual Administrative Budget and Midterm Reviews
• Monitor implementation of annual administrative Budget through the Strategic Resources Assessment Software (SRAS)
• Manage the use of budgetary resources by creating and preparing the monthly report in the SAP
• Draw attention of the Ombudsman to any related problems and assist in finding solutions.

Office Administration:

• Organize meetings, business meals, travel, accommodation and mission formalities for the two Ombudsmen
• Liaise with the General Services Department (CGSP) on issues of Office space, furniture, equipment and their maintenance
• Receive visitors and conduct exit survey after visit; arrange conference calls, scheduling meetings, video-conferences
• Assume secretarial functions in the absence of the Office Secretary
• Participate in the preparation of the Annual Report; prepare for
  the Newsletters (bi-annual publications); OMBU website, Sharepoint,
  etc.
• Coordinate necessary arrangements for visitors.
• Provide administrative support to members of the office,
  including preparation of administrative forms and processing of requests
  in SAP.
• Carry out all other secretarial and administrative duties as required and any other assignments given by two Ombudsmen.
• Liaise with the Communication & External Relations
  Department (CERD) for the purchase and payment processing of Ombuds
  promotion materials
• Prepare Annual work program, leave and mission schedule of OMBU staff
• Organize and maintain a filing system for all expenses, TORs of Missions, BTORs, Recruitment of and use of Consultants.
• On own initiative or as delegated, to prepare and sign general
  and administrative correspondence and to draft other correspondence on
  the basis of brief instructions
• On own initiative or on the basis of broad instructions, to
  research and analyze information and problems brought to the attention
  of the Ombudsman, looking for similar cases, involving or not the same
  people, recommendations and preparing summaries to facilitate the work
  of the Ombudsman.
• Prepare responses to correspondence containing routine inquiries; make photocopies of various documents when needed
• Drawing the attention of the Ombudsmen to urgent matters

Analytical Work:

• Prepare statistical reports and handle information requests on caseloads
• Attend internal meetings in order to record minutes; prepare
  agendas, reports, memos, letters, and other documents using word
  processing, excel, database.
• Provide input for the preparation and publication of the Annual
  Report of the Office of the Ombudsman in English and French in liaison
  with CERD and the Language Services Department (SGLS)
• Coordinate the preparation of monthly and periodic reports to the President
• Coordinate the preparation and formatting of periodic OMBU/VPC Newsletters in liaison with CERD
• Tracking and ensuring timely payments for goods and services provided to the Unit
• Post interviews and reports and Newsletters of the Unit on the
  Intranet and Internet in liaison with CERD and the Corporate IT Services
  Department (CIMM)
• Draft and process contracts of consultants and after service reports for audit purposes.

Organization of Events:

• Coordinate, organize and make logistic arrangements (venue,
  refreshments, etc.) for Ombudsman sponsored skills enhancement and
  sensitization events such as Values Promotion Champions (VPC) training,
  CHRM Induction Sessions, Conflict Competency Week (CCW), and other Skill
  enhancement seminars.

Selection Criteria
Including Desirable Skills, Knowledge and Experience:

• A minimum of a Licence / Bachelor’s Degree or its equivalent in
  Business Management, Commerce, Administration or related discipline,
  preferably supplemented with courses in secretarial duties,
  training/administration/office management.
• A minimum of four (4) years of progressively relevant and
  practical experience, working in an executive office, preferably in
  international organizations.
• Experience of arranging international travel for managers, including processing advances and claims.
• Strong customer service skills, good organizational and planning
  skills, ability to multitask, attention to detail and ability to work
  with a diverse workforce.
• Sociable personality that facilitates good interaction between
  the individual, and internal and external parties including on the
  phone.
• Excellent and professional communication skills; strong typing skills.
• Excellent sense of initiative, confidentiality, enthusiasm, and team spirit.
• Knowledge of rules and procedures or experience in relation to working with elected officers.
• Excellent written and verbal communication skills in English or
  French, with knowledge of the other language. Bilingualism will be an
  added advantage.
• Proficiency in the use of SAP, SRAS and Microsoft Standard software (Word, Excel, Access, PowerPoint).
• Strong proactive “can-do” approach. Ability, energy and
  appropriate demeanor to take initiative and plan and carry out necessary
  tasks to ensure the office’s activities are successful.

How to Apply

 Click here to apply online

 
Deadline  26th August, 2015.