Ethics Assistant – African Development Bank Group (AFDB)

Position title: Ethics Assistant
Grade: GS-7
Position N°: 0875
Reference: ADB/10/034
Publication date: 15/04/2010
Closing date: 05/05/2010
Objectives
The overall objective of the incumbent of this position is provide Administrative support and Secretarial services in the Unit as well as manage the day-to-day activities of the front office of the Unit.
Duties and responsibilities
Renders general administrative services by:

• Organize meetings i.e. logistical, administrative and protocol
• Establish and maintain the Ethics front office file and log systems (electronic and hard copy);
• Manage the flow of office information by receiving, screening and registering all incoming correspondence on the Document Tracking System (DTS) or in a register, ensure that the documents are complete with necessary attachments and background documents and redirect as required;
• Screen outgoing correspondence for adherence to established standards, ensuring all attachments appropriate routings and copies;
• Draft for the Head’s signature acknowledgement and routine correspondence;
• Prepare Unit Head’s mission by making travel arrangements, per diem, hotel reservations, etc;
• Schedule appointments and monitor Unit Head’s time, screen calls and callers
• Type various documents and correspondences from rough drafts, proof read and review for the Unit Head’s signature;
• Maintain a filling system suitable to the needs of the Office of the Ethics and arrange periodic transfer of old files to archives;
• Establish and monitor follow up systems to ensure deadlines and time frames are met;
• Coordinate and arrange for office supplies etc.;
• Relay information between the Ethics Head and the staff member(s) in the Unit and the Bank, as well as external individuals.

Other Duties

• Lending administrative support to the Ethics Head by:
• Conducting Internet searches for matters related to Ethics for review ……….by the unit.
• Developing graphs, charts and data bases to support Ethics work
• Dissemination information relative to administrative policies
• Initiative purchase requisitions and payments by SAP;
• Follow up on budget commitments;
• Collate and format activity reports;
• Gather and consolidate timesheet

This Position does not Attract International Terms and Conditions
Selection Criteria
Including desirable skills, knowledge and experience

• A minimum of a Bachelors degree in Business Management, Administration or related discipline, supplemented with courses in secretarial training/administration/office management
• Preferably a minimum of five (5) years of progressively relevant and practical experience, in an executive office preferably in an international organization.
• Good budgeting and planning skills will be highly desirable
• Strong customer service skills, good organizational skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
• Excellent written and verbal communication skills in English and / or French, with a good working knowledge of the other language.
• Excellent the use of Bank standard software (Word, Excel, Access and PowerPoint), Knowledge of SAP or other ERP system would be an added advantage; good typing skills are highly desirable excellent levels of initiative, enthusiasm, team spirit, organizational and interpersonal skills.

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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