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TEAM ASSISTANT
Recruiter: African Development Bank

Location: Tunisia
Remuneration: Not stated
Category: Admin & Customer Service
Position type: Permanent
Reference: ADB/07/108
Closing date: 30 November 2007
African Development Bank is recruiting Team Assistants (under local terms and conditions*) who will report to various levels of management, and provide assistance for a wide range of administrative and operational tasks. He/She will oversee the smooth operation of the offices’ support work and related systems by assuming responsibility for the organisation and coordination of work flow as well as reviewing, processing and executing a variety of accounting and 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 of activities.

Duties and Responsibilities:

The level of responsibility associated with the position requires the Team Assistant to work independently, and with a high degree of diplomacy and sensitivity for confidential issues. The nature of the work might require occasional availability on a twenty four hours a day, seven days a week basis. The Team Assistant’s main duties and responsibilities will be:

Workflow management

• Devise and maintain efficient office systems.
• Track and follow up on documents; deal with incoming email, faxes and general mail.

Office Administration

• Organise and attend to multiple meetings, appointments, luncheons and events to ensure that responsible management are well prepared.
• Arrange travel, visa and accommodation; travel occasionally with management to provide general assistance.
• Handle internal and general public enquiries; screen telephone calls and requests, and handle them as appropriate; welcome and look after visitors; organise and maintain electronic diaries and make appointments.
• Provide secretarial assistance to staff members reporting directly to the supervisor, in addition to providing assistance to their direct reports.
• Provide general administrative support for the Department by liaising with 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;
• Initiate and prepare various administrative documents and forms, such as staff list, staff travels, staff absence (annual leave, home leave, excused absence and maternity leave) as well as statistical data when required on staff;

Resources Management.

• Manage systems; create and process expense reports in SAP.
• Assist the management in issues concerning resources such as the administrative budget; monitor and review expenses and bring issues to the attention of management.
• Participate in the preparation of the annual and mid year budget review by inputting data and the monitoring thereof.

Analytical Work

• Produce documents, briefing papers, reports, spreadsheets and presentations.
• Take notes at meetings, write letters, and prepare minutes as requested.
• Assist where applicable with the programming of operational activities by using the appropriate software, entering project information and producing the Department’s various status reports i.e. CSPs, Active Projects, Portfolio Reviews, etc

Problem Solving

• Respond to inquiries from Bank Executives; liaise with clients and other staff; coordinate with other members of management and partners; work with other secretaries and groups in different locations.
• Carryout background research in field of competence and present in a logical manner.

• Perform any other duties reasonably requested by management.

*These positions do not attract international terms and conditions.

Selection Criteria (including desirable skills, knowledge and experience)

• A minimum of a Bachelors degree in Business Management, Commerce, Administration or related discipline, supplemented with courses in secretarial training/administration/office management, e.g. Pitmans, ‘Brevet de Techniques Superieur’, in secretarial studies (BTS) etc
• Preferably a minimum of five (5) years of progressively relevant and practical experience, in an executive office preferably in an international organisation.
• Good budgeting and planning skills will be highly desirable
• Strong customer service skills, good organisational skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
• Excellent written and verbal communication skills in English and / or French, with a good working knowledge of the other language. Working knowledge of Arabic; Portuguese or Spanish will be an added advantage
• Excellent the use of Bank standard software (Word, Excel, Access and PowerPoint), Knowledge of SAP or other ERP system would be an added advantage; good typing skills are highly desirable excellent levels of initiative, enthusiasm, team spirit, organizational and interpersonal skills.

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