African Development Bank Group (AfDB) - the premier pan-African development institution, promoting economic growth and social progress across the continent.
POSITION : Secretary - Country Office
The Hiring Department
- Democratic republic Congo Country Office of the African Development Bank has been established to strengthen policy dialogue between the Bank, Governments and other stakeholders; improve performance of the project portfolio and aid coordination with other development partners.
The Position
- Work closely with the Country Manager and the Team to provide administrative support.
- Help the Country Manager and the team to make the best use of his time by dealing with secretarial and administrative tasks.
Responsibilities
- Organize experts’ meetings ; assist the Country Manager’s secretary in coordinating official receptions given by the Resident Representative;
- Participate in staff meetings, take notes and produce reports in the absence of the Country Manager’s secretary ;
- Draft correspondence on non-substantive issues and ensure its follow-up;
- Manage the experts’ incoming and outgoing mail and the office’s telephone communication;
- Maintain an appropriate filing system; process experts’ back-to-office reports, ascertain the quality of documents requiring the approval and / or signature of experts and other staff members;
- Make appointments for experts and other staff of the Country Office and keep their schedules up to date;
- Receive visitors and attend to them with tact and discretion;
- Prepare briefing material used by experts for official missions and special meetings;
- Handle protocol-related issues concerning reception of the visitors of experts and of the Office;
- Prepare and finalize draft correspondence (letters, faxes, etc. ...) concerning various aspects, on behalf of experts, prepare minutes of experts ‘meetings;
Selection Criteria
- A Bachelor's degree or its equivalent in Business Administration, Commerce, Administration or a related field, supplemented by training in secretarial functions/administration/office management
- A minimum of 4 years of relevant experience in progressive positions, attached to an executive’s office, preferably in an international organization;
- Be able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting. Ability to work and cooperate with others from diverse background
- Ability to operate effectively in a multicultural organization.
- Good innovative and creative approaches to activities in order to enhance performance and create added benefits for the clients and the organization
- Integrity and confidentiality
- Proficiency in written and verbal communication in English or French, with a working knowledge of the other;
- Handling speedily and efficiently internal and external requests.
- Ability to manage simultaneous and shifting demands, priorities and tight deadlines
- Proficiency in the use of standard equipment (computer, fax, scanner, photocopies etc.)
- Demonstrable commitment to delivering excellent customer service focused reception and administration services
- Be able to multi task, excellent problem solving skill and attention to detail
- Effective communication; highly client oriented, good team working and relations
- Competence in the use of Bank standard software (Word, Excel, Access and PowerPoint). Knowledge of SAP or other ERP systems would be an asset;
Sorry the application deadline for this job has elapsed
