Senior Administrative Assistant

Position title: Senior Administrative Assistant
Grade: GS-8
Position N°: NA
Reference: ADB/10/033
Publication date: 21/04/2010
Closing date: 13/05/2010
Objectives
The COO Office forms part of reforms introduced in the 2008-2012 MTS designed to improve coherence and coordination across complexes, ensure strategic priorities are reflected in resources allocation, enhance monitoring and management of performance, and strengthen the focus on results
Duties and responsibilities
The Senior administrative assistant core responsibilities include :

Overall Support to COO Front Office

• Provide executive support to the COO
• Managing and maintaining the COO’s diary and email account.
• Filtering emails, highlighting urgent correspondence and relevant documentation.
• Plan and coordinate logistics for COO’s participation to internal and external events.
• Work with relevant organizational units to formulate event agenda and programme.
• Ensuring diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Conducting weekly diary meetings with the COO to discuss upcoming engagements, invitations and other requests.
• Scheduling meetings between COO and key stakeholders within and outside the Bank.
• Ensuring smooth relay between COO Office and other complexes, external partners and clients.
• Coordinating travel and accommodation requirements in connection with others and ensure arrangements in place for the COO match his requirements.
• Filtering general information, queries, phone calls and invitations to the COO by redirecting or taking forward such contact as appropriate.
• Managing the process of calling for briefings on behalf of the COO to ensure that he is fully prepared for all engagements.
• Serve as personal representative of the COO internally and externally.

Information Management

• Take minutes for all meetings.
• Undertake relevant research and prepare presentations.
• Participate in media relations and communications work.
• Draft, type and dispatch all the COO’s correspondence.
• Prepare COO folder with relevant documentation for internal and external events.
• Liaise with relevant individuals, external organizations etc to arrange meetings; prepare agendas and draft minutes.
• Maintain a comprehensive filing system.

*These Positions do not Attract International Terms and Conditions
Selection Criteria
Including desirable skills, knowledge and experience

• Minimum a Bachelor degree or an equivalent degree in business administration, Human Resources management, finance, economics or other relevant fields;
• Preferably a minimum of six (06) years of relevant experience. Working experience in an MDB would be an asset.
• Excellent administrative and typing skills & IT literacy; ability to manage multiple tasks successfully and established operational track record of excellence in achieving results;
• Ability to build partnerships and deliver results that meet the needs and long-term interests of clients within and outside the institution;
• Demonstrated ability to produce high quality work on a variety of issues within very short deadlines, to take prudent risks and make effective and timely decisions, under minimum supervision.
• Superior written and verbal communication skills in English and/or French with proficiency in the other language
• High degree of discretion, tact and sensitivity in dealing with internal and external clients and stakeholders at all levels;
• Competence in the use of Bank standard software (Word, Excel, Access, PowerPoint);
• Ability to work under pressure and perform in a multicultural and complex environment.

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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