African Development Bank Job for an Archives Management Assistant
African Development Bank (AfDB) established to strengthen dialogue
between the Bank and the Government, is recruiting to fill the vacant
position below:
Job Title: Archives Management Assistant, CGSP.2
Reference: ADB/15/177
Location: Nigeria
Grade: GS-7
Position N°: 50068816
Objectives
The Corporate Procurement Division (CGSP.2) is entrusted with the
strategic, operation and oversight responsibilities for the execution of
corporate procurements within the Bank. Under the auspices of the
General Services and Procurement Department (CGSP), CGSP.2 is
responsible for the formulation, application of the formulation,
application and evaluation of procedures and practices covering
purchasing and contracting for goods, works and services for the Bank's
internal operations financed under the Bank’s Administration and Capital
Expenditure Budgets.
This position is to develop and maintain systems and procedures for the
filing and management of files and records (both physical and
electronic) generated in the Corporate Procurement Division, permit easy
and timely retrieval and ensure consistency of master data.
Duties and Responsibilities
- Under the direct supervision of the Division Manager and the IT
Procurement Systems Officer, the incumbent is expected to perform the
following duties:
- Maintain physical and electronic records of procurement activities in compliance with the policy requirement for audit trails.
- Record and file various memos, evaluation forms and results.
- Assist in the development and the maintenance of knowledge and
record systems (e.g. DARMS, share point, etc.) and procedures for the
filing and management of procurement documentation in full compliance
with the Bank's Policy on Disclosure of Information. Ensure that the
system is user-friendly and enables easy research and accessibility to
documents from everywhere for smooth procurement operations.
- Strong customer service and interpersonal skills, good
organizational and planning skills, ability to multitask, attention to
detail and ability to work with a diverse workforce.
- Sound knowledge of archival principles, practices and ethics of archival profession.
- Demonstrate strong technical competencies related to provision
of records management programs and services (incl. capturing,
organizing, describing, providing access to, storing, protecting, and
disposing records) for both physical and electronic archives.
- Solid analytical competencies and excellent use of Bank standard software (Word, Excel, ECM DARMS, SAP).
- Strong knowledge in data entry.
- Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
- Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.
- Assist with timely access to comprehensive procurement records during audit queries.
- Assist in the development and the maintenance of vendor management database.
- Assist in the development and the maintenance of SRM e-Procurement application to facilitate ‘paperless’ procurement processes.
- Assist with the materials data management (MDM) by providing the
quality insurance control for the maintenance of the master data.
- Perform periodic reconciliation of the data recorded in the system.
- Creation of analytical models using applications or spreadsheets.
- Compile and maintain statistical records to meet the reporting requirements of corporate procurement activities.
- Participate in projects of the division related to improving the
quality of data or improvement and automation of periodic reports.
- Assist, as appropriate, to carry out various activities of client management.
Selection Criteria
Including desirable Skills, Knowledge and Experience:
- A minimum of a Bachelor's Degree or its equivalent in
Documentation, Archiving, IT document management systems or related
discipline.
- A minimum of five (5) years of progressively relevant and
practical experience with some practical knowledge of the environment in
the international organizations.
How to Apply
Interested and qualified candidates should:
Click here to apply
Note: This Position does not attract international
Terms and Conditions of Employment. (Incumbents of the Position will be
considered as Local Staff and will not have International Status).
Application Deadline 29th December, 2015.