Short Term Staff (STS) – Unit and Team Assistant Vacancy at the African Development Bank Group (AfDB)
African Development Bank Group (AfDB)
Abuya, Nigeria
2d ago
source : MyJobNigeria

INTRODUCTION : -

Short Term Staff (STS) - Unit and Team Assistant job opportunity is available at African Development Bank Group (AfDB) for individuals who possess relevant qualifications.

DUTIES AND RESPONSIBILITIES : -

  • The position of STS Unit / Team Assistant which falls under General Services which provides administrative support for the smooth running of the Team, ensures that the Unit / Team Leader is freed from all tasks which could otherwise impede the efficient discharge of higher duties and responsibilities.
  • Each Team has its unique functions, but the STS Unit / Team Assistant works uniformly irrespective of the Team to assure hitch-free operations within the Unit / Team under the respective Team Leader.
  • Accordingly, the Unit / Team Assistants job facilitates and contributes to the success of the Unit / Team Leader in performing their jobs effectively in furtherance of the Bank’s strategy for the achievement of the High 5s.
  • Duties and responsibilities
  • Under the General guidance and overall supervision of the Unit / Team Leader, the Unit / Team Assistant will perform the following :
  • Workflow Management :

  • Undertake such transactional tasks and processes that support the smooth running of the work of the Unit / Team,
  • Provide support and follow up on routine administrative correspondence and processes,
  • Undertake correspondence and tasks in accordance with the Banks accepted formats and check on probable typographical errors, presentation, completeness and procedural accuracy of all documents submitted to the Unit / Team Leader for clearance, approval or signature,
  • Review and prioritize important correspondence and tasks for execution,
  • Follow-up and ensure that tasks are completed for dispatch and within given deadlines.
  • Communication and Liaison :

  • Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned unit / team members or action parties as appropriate,
  • Facilitate the arrangements for meetings with respect to their timings and booking of venue,
  • Provide support to the Unit / Team Leader for appointments with official visitors and / or staff members,
  • Follow up on work deadlines for routine and assigned tasks,
  • Schedule meetings for the Unit / Team Leader, according to schedules and Agenda for the week,
  • Arrange time and venue for meetings, and provide support required for their success,
  • Write meeting reports / minutes.
  • Record Keeping and Documentation :

  • Maintain a filing system in both hard and soft copies to meet the needs of the Unit / Team,
  • Keep a weekly calendar of activities that shows all meetings to be attended by the Unit / Team Leader as well as by other staff members.
  • It also includes all external visits to the Unit / Team,

  • Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s staff, checking their availability and ensuring they have the appropriate briefing files and documents,
  • Maintain contact address / mailing directory of partners working with the Unit / Team.
  • Office Administration :

  • Make travel arrangements for the Unit / Team Leader / members including tickets, hotel reservation, etc.,
  • Support the preparation of presentations as required,
  • Photocopy and send electronic communication when the need arises,
  • Undertake any other related tasks as assigned by the Unit / Team Leadership.
  • Procurement Duties :

  • Assist in carrying out the function of procurement duties,
  • Process Purchase Requisitions assigned to the Functional Group related to procurement of goods, services and works,
  • Receive and review requisitions for clarity, adequacy of specifications, completeness, obtain additional information and liaise with the User Team and, confirm that the budget exist for the requisition.
  • Budget :

  • Manage the budget assigned to the Unit / Team,
  • Assist management in issues concerning resources such as the administrative budget; monitor and review expenses and bring issues to the attention of management,
  • Participate in the preparation of the annual and mid-year budget review by inputting data in SAP system and the monitoring thereof.
  • DESIRED EXPERIENCE & QUALIFICATION : -

  • Hold at least a Bachelor’s degree in Business Management, Commerce, Business Administration, Communication or related discipline.
  • Have a minimum of four (4) years for GS5 & 6, a minimum of five (5) years for GS7 and a minimum of six (6) years for GS8 of relevant and practical experience in administrative and secretarial roles, in similar offices of international Organizations, Development Banks or similar institutions.
  • Training in Secretarial Studies and / or Administration and Office Management is advantageous.
  • Having private sector experience will be an added advantage.
  • Good knowledge of administration and office support services, including systems and procedures.
  • Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
  • Handling internal and external requests efficiently.
  • Ability to work and cooperate with others from diverse background.
  • Ability to manage simultaneous and shifting demands, priorities and tight deadlines.
  • Proficiency in the use of standard equipment (computer, fax, scanner, photocopier, telephone etc.),
  • Demonstrable commitment to delivering excellent customer service focused reception and administration service.
  • Good writing skills,
  • Communication,
  • Problem Solving,
  • Client Orientation,
  • Team working,
  • Operational effectiveness,
  • Innovation and Creativity,
  • Integrity and confidentiality,
  • Good written and oral skills in French or English with a good working knowledge of the other language,
  • Competence in the use of Bank standard software (Word, Excel, PowerPoint and Access). Knowledge of SAP is an added advantage.
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