African Development Bank (AfDB) Vacancy in Nigeria for a Senior Secretary

⏲ Feb 2, 2015, 11:22 AM
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African Development Bank (AfDB) - In September 1964, a group of Africans met in Khartoum, Sudan, to ratify the multinational agreement to set up the African Development Bank. They were representing the continent's newly formed twenty-five governments. They had the same mission and bore the same hope. Their hope was to see the new institution contribute to the continent's development and unity.

By this act, Africa was taking its destiny into its own hands in the early 1960s. From the very early stages, and often with reference to major market networks of pre-colonial Africa, its leaders had designed the institution so that it would be one hundred percent African. Africa wanted to be in charge of its own destiny and wanted to be distant from the ideological and linguistic divides of the time. Thus, the African Development Bank (AfDB) was created.

African Development Bank (AfDB) is recruiting to fill the position below:

Job Title: Senior Secretary

Reference: ADB/15/015
Location: Nigeria
Grade: GS-6

Objectives

The Secretary will oversee the smooth operation of the offices’ support work and related systems by assuming responsibility for the organizational and coordination of work flow as well as reviewing, processing and executing a variety of resource management transactions.
He/She will liaise with the Bank Group offices across Africa as well as with various services within the Bank's headquarters and assure efficient communication and coordination activities.

Duties and responsibilities
Under the overall supervision of the Director, the incumbent will provide administrative support and secretarial services, and carry out the following duties:

Devise and maintain efficient office systems;
Organize and attend to multiple meetings, appointments, luncheons and events to ensure that responsible management is well prepared;
Organize meetings on the basis of the Director's schedule while preparing relevant documents and the necessary logistics and facilities;
Track and follow up on documents, deal with faxes and general correspondence and briefs;
Manage the flow of information by receiving, examining, sorting and monitoring the Division's incoming and outgoing mail, taking into account the priority and urgency of the documents concerned; organize logical filing of this correspondence.;
Initiate and prepare various administrative documents and forms, such as staff lists, staff absences (annual leave, home, leave, excused absence and maternity leave) as well as statistical data on staff, as required;
Create and process expense reports in SAP;
Be conversant with DACON application and procurement rules in regards to the hiring of consultants;
Monitor and review expenses and bring issues related to administrative budget to the attention of management;
Assist where applicable with the programming of operational activities by using the appropriate software;
Handle incoming and outgoing telephone-calls;
Establish and update the agenda and electronic mail address book; Drafting of mail and documents, in conformity with administrative instructions;
Draft memoranda and acknowledgement letters to be submitted, along with their background documents, for the Division Manager's/Director's signature;
Prepare minutes of meetings and briefs;
Ensure the translation of documents;
Prepare and administratively follow-up on the missions of the Director and staff of the Division (airline tickets, visas, hotel reservations, follow-up of per diem payments, transport reservation);
Make necessary arrangements for visiting delegations;
Provide general administrative support for the Department by liaising with the General Services and Procurement Department (CGSP) in respect of office accommodation, allocation of office furniture, equipment and supplies as allocated in the Department;
Request for repair and maintenance works and follow-up to ensure that such works have been satisfactorily carried out;
All other secretarial and administrative duties as required.

Selection Criteria
Including desirable skills, knowledge and experience:

A minimum of a Bachelor's degree in Business Management, Commerce, Administration or related discipline,
Excellent written and verbal communication skills in English and / or French, with a good working knowledge of the other language.
Excellent use of Bank standard software (Word, Excel, Access, PowerPoint, SAP).
Strong typing skills.
Excellent sense of initiative, enthusiasm, team spirit, organizational and interpersonal skills.
High sense of confidentiality; in-depth knowledge of the Institution.
Preferably supplemented with courses in secretarial training/administration/office management, e.g. Pitmans, ‘Brevet de Technician Supérieur’ in secretarial studies (BTS), "DUT", etc.
Preferably a minimum of four (4) years of progressively relevant and practical experience, in an executive office (preferably gained with an international organisation).
Strong customer service skills, good organisational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.