Team Assistant, PIAC needed at African Development Bank

The Complex

• The President, plans, supervises, and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Fund.
• The President supervises several Departments and Units including Office of the President; Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Unit; Secretariat to the Sanctions Appeals Board; Administrative Tribunal; Office of the Auditor General; Group Risk Management Directorate; General Counsel and Legal Services Department; Communication and External Relations Department; Staff Integrity and Ethics Office and Office of the Secretary-General & General Secretariat.

The Hiring Department / Division

• The Office of Integrity and Anti-Corruption Department (PIAC) plays an integral role in achieving this mandate by protecting the Bank’s corporate image and reputation, and improving the continent’s investment climate through the deterrence, prevention and reduction of fraud, corruption, staff misconduct and other harmful practices within the Bank Group.
• PIAC has the overriding mandate developing preventive measures to reduce fraud and corruption in bank operations, to undertake unhindered investigations into allegations of corruption, fraud, and other malpractices in Bank Group Financed Operations, conduct investigations into allegations of misconduct involving staff members of the Bank.
• The Integrity and Prevention Division (PIAC.1) has the overriding mandate of Developing preventive measures to proactively reduce the potential for staff misconduct, fraud or corruption within Bank Group financed operations.

The Position

• The Team Assistant will work closely with the Division Manager and the Team to provide administrative support. The incumbent of the position will help the Division Manager and the team to make the best use of time by dealing with secretarial and administrative tasks.  

Key Function
Under the overall supervision of the Manager / Team Leader, the Team Assistant performs the following:
Workflow Management:

• Undertake such transactional tasks and processes that support the smooth running of the work of the
  Manager and Team.
• Provide support and follow up on routine administrative correspondence and processes.
• Undertake correspondence and tasks in accordance with the Bank’s accepted formats and check on
  probable typographical errors, presentation, completeness, and procedural accuracy of all documents
  submitted to the Manager / Team Leader for clearance, approval or signature.
• Review and prioritize important correspondence and tasks for execution.
•  Follow-up and ensure that tasks are completed with 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 division members or action parties as appropriate.
• Facilitate the arrangements for meetings with respect to their timings and booking of venue.
• Provide support to the Manager / Team for appointments with official visitors and/or staff members.
• Follow up on work deadlines for routine and assigned tasks.
• Schedule meetings for the Manager / Team, according to schedules and Agenda for the week.
• Arrange time and venue for meetings, and provide support required for their success.

Record Keeping and Documentation:

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

Office Administration:

• Make travel arrangements for the manager / Team 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 Manager / Team Leadership.

Competencies
Skills, Experience and Knowledge:

• Hold a minimum of a Bachelor’s Degree or its equivalent in Business Management, Commerce, Administration or related discipline.
• Have a minimum of four (4) years of relevant experience in progressive positions, attached to an executive’s office, preferably in an international organization;
• Be able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
• Ability to handle speedily and efficiently internal and external requests.
• Ability to manage simultaneous and shifting demands, priorities and tight deadlines.
• Proficiency in the use of standard equipment (computer, , scanner, photocopies etc.)
• Demonstrable commitment to delivering excellent customer service focused reception and administration services.
• Be able to multitask, excellent problem-solving skills and attention to detail.
• Effective communication; highly client oriented, good teamwork and relations.
• Ability to work and cooperate with others from diverse backgrounds and therefore operate effectively in a multicultural organization.
• Good innovative and creative approaches to activities in order to enhance performance and create added benefits for the clients and the organization.
• Integrity and confidentiality.
• Proficiency in written and verbal communication in English or French, with a good working knowledge of the other.
• Competence in the use of Bank standard software (Word, Excel, Access, and PowerPoint). Knowledge of SAP or other ERP systems would be an added advantage.