Short-Term Staff - Team Assistants (Abuja) at the African Development Bank Group (AfDB)

African Development Bank Group (AfDB) - Established in 1964, the African Development Bank is the premier pan-African development institution, promoting economic growth and social progress across the continent. There are 80 member states, including 54 in Africa (Regional Member Countries). The Bank’s development agenda is delivering the financial and technical support for transformative projects that will significantly reduce poverty through inclusive and sustainable economic growth.

We are recruiting to fill the position below:

Job Title: Short-Term Staff - Team Assistant

Location: Abuja
Employment Type: Short Term
Position Grade: GS5/6/7

The Complex

• The Vice-Presidency for Regional Development, Integration, and Business Delivery (RDVP) is responsible for the operational relevance, efficiency, and effectiveness of the Bank Group’s operational programs and activities.
• RDVP ensures that the Bank operates successfully across its Regional Member Countries and oversees the full implementation of all aspects of the Regional Development, Integration, and Business Delivery Hubs: Central Africa, East Africa, North Africa, Southern Africa, and West Africa, in addition to the Nigeria Country Department, which has the profile of a Regional Business Delivery Hub.

The Hiring Department

• The Nigeria Country Department (RDNG) of the African Development Bank has been established to strengthen policy dialogue between the Bank and the Government and other stakeholders; improve the performance of the project portfolio and aid coordination with other development partners.
• RDNG invites applications from suitably qualified candidates to fill the vacant Team Assistants positions (2).
• These positions are based in Abuja, Nigeria, and do not attract international terms and conditions.

Key Functions
Under the overall administrative authority of the Director General for the Nigeria Country Department (RDNG) and the day-to-day direct supervision of the Administrative and Finance Officer the main responsibilities of the Team Assistants will be:
Team Assistant 1:

• Provide administrative support, including preparation of administrative and budget forms, minute-taking, and processing requests in SAP.
• Process mission documents in SAP CONCUR including travel requests, per Diems, tickets, and claims for staff and consultants.
• Be conversant with the Dacon application and assist with data entry in SAP relating to the procurement/hiring of consultants.
• Internal and External Meetings: Handle meeting logistics and requirements such as room allocations, hotel reservations; refreshments; participants' reception/registration, etc., and notify other relevant colleagues.
• Store Management: Periodic stock requisition of office supplies and proper management of the office stores in line with provided guidelines.
• Initiate and process payments related to the procurement of goods and services via the Bank’s payment system i.e., SAP MM (Purchase Requisitions, Service Entry Sheet, Goods Received Notes), and receive, scan, and submit in the Bill Tracking System (BTS) all financial documents for payment processing and maintain proper filing management system.
• Assist in managing and monitoring service providers’ contracts.
• Maintain office imprest and submit monthly reconciliation reports for petty cash in SAP.
• Back up for the Executive Assistant to the Director-General in case of absence from office
• All other administrative duties as assigned by the Supervisor.

Team Assistant 2:

• Correspondences: (i) Draft, type, and dispatch memoranda, acknowledgment letters, and responses to correspondence, and follow-up with relevant staff members (ii) Prepare letters for dispatch that is, scanning, photocopying, binding bulk documents, addressing, and filing and distribution of mail and documents within the office with the proper filing system.
• Record Keeping: Track incoming physical correspondence, digitize, and process these through the existing Bank systems.
• Vehicle Fleet Management: Manage and Assign office vehicle fleet for official use; ensure effective log management practice and vehicle maintenance (servicing & fuel) routine.
• Institutional Procurement: Prepare and process procurement documents, and requisition of office supplies in line with the Bank's procurement guidelines.
• Assist in managing and monitoring service providers’ contracts.
• Coordinate travel (flight booking) and accommodation arrangements for Bank Senior Management, Staff, and Consultants missions through the Bank’s system.
• Provide required logistic support at the workshop venue; materials; payments to participants and reconciliation of accounts etc.
• Internal and External Meetings: Handle meeting logistics and requirements such as room allocations, hotel reservations; refreshments; participants reception/registration, etc. and notify other relevant colleagues.
• Back up for the Executive Assistant to the Director-General in case of absence from office
• All other administrative duties as assigned by the Supervisor.

Competencies (Skills, Experience, and Knowledge)

• At least a Bachelor's Degree in Business Administration, Accountancy, or Finance combined with professional qualification of at least  ICAN Foundation level.
• A minimum of four (4) years experience in Administrative and Financial Accounting, as well as the full range of office support work, with a high level of sustained performance. Work experience in a similar post in a multilateral international organization will be considered an advantage.
• Competence in using Bank standard software (Word, Excel, PowerPoint, Microsoft Office Suite (Office 365), MS Teams). Knowledge of SAP modules is an added advantage.
• High degree of motivation, initiative, flexibility, and reliability with a willingness to do what is required to deliver, including providing back-up administrative support.
• Strong written and verbal communication skills in English.
• Good filing and organizational skills
• Proven ability to work effectively in a team-oriented, multi-cultural environment, and function as an effective team member in various groups.
• Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations that require judgment and diplomacy.
• Strong customer service skills, ability to multitask, attention to detail, excellent sense of confidentiality, enthusiasm, and resourcefulness.
• Proven skills in planning, prioritizing and coordinating work and other activities internally and externally.

Application Closing Date
24th April, 2024.

Method of Application
Interested and qualified candidates should:
Click here to apply online