ADEA Administrative Officer

Position title: ADEA Administrative Officer
Grade: PL-6
Position N°: NA
Reference: ADB/10/TA002
Publication date: 20/04/2010
Closing date: 20/05/2010
Objectives
The core role of the ADEA Administrative Officer is to establish internal administrative procedures and ensure that the host institution’s internal rules and procedures are complied with to ensure proper functioning of the Secretariat.
He/she represents the ADEA during administrative meetings and maintains close relations with departments on areas of responsibility of the ADEA host institution.
He/she advises the ADEA Executive Secretary and his team on all matters of administration and application of the host institution’s rules, following the memorandum of understanding signed with the ADB.
Duties and responsibilities
Under the direct supervision of the Executive Secretary of the Association for the Development of Education in Africa (ADEA), the incumbent’s duties and responsibilities will be as follows:
General Administration

• Establish and monitor a mail processing system (incoming and outgoing)
• Propose procedures and forms for internal and external correspondence (Memos, letters, e-mail, mission and meeting reports etc..) and monitor proper use thereof
• Propose standard responses/messages to information messages addressed to the ADEA (application for employment, internship, requests for information etc.) and monitor proper use thereof
• Manage staff missions and persons travelling within the framework of ADEA activities
• Oversee the ordering of office supplies and other office equipment
• Ensure procurement of goods and services (purchase requests, consultancy contracts, publishing contracts, contribution agreements with partners, etc.)
• Establish a records filing system and manage document archiving

Management of premises

• Manage the ADEA offices and other premises (refurbishments, security, equipment, access, keys etc.)
• Liaise with the various departments of the ADB (SEGL, CGSP, CIMM, CHRM, CLSD etc..) within the framework of administrative activities
• Implement and monitor procedure for receiving visitors and manage hospitality

Personnel Management

• Manage ADEA staff (Temporary Staff (STS), Support Staff (GS), Professional Staff (PL) and Executive Secretary (EL)) and consultants: manage absences, attendance, annual and sick leaves;
• Facilitate recruitment, extension and termination of contracts;
• Assist staff on arrival and departure (access to premises and information technology etc.)
• Ensure compliance with working time; issue reminders about public holidays and working time (overtime).

Management of meeting logistics

• Manage logistics for meetings organized by the ADEA locally and abroad (hotel arrangements, equipment, interpretation, etc…)
• Carry out any other duties within the framework of administration and office management

Selection Criteria
Including desirable skills, knowledge and experience

• At least a Master’s Degree or equivalent in Business Administration and Human Resources.
• Preferably a minimum of four (4) years of relevant professional experience, preferably in an international organization.
• Have proven experience in general administration;
• Strong ability to work under pressure;
• Sound communication skills, ability to work as a team;
• Accurate, thorough and well organized;
• Ability to communicate and write effectively in French or English.

Only applicants who fully meet the Bank’s requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit (preferably electronically, to: recruit@afdb.org) a fully completed Personal History Form (PHF), available from the Bank’s web site, and attach a comprehensive Curriculum Vitae (CV) indicating date of birth and nationality. The President, ADB, reserves the right to appoint a candidate at a lower level.
The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply.

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