African Development Bank is to 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 organizational and coordination of work flow as well as reviewing, processing and executing a variety of resource management transactions
Job Title: Secretary
Duties and Responsibilities
Under the overall supervision of the Director and Division Manager, 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 Division Manager’s, 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.
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
Desirable Skills, Knowledge and Experience
A minimum of a Bachelor’s degree in Business Management, Commerce, Administration or related discipline.
Preferably supplemented with courses in secretarial training, administration, office management, e.g. Pitmans, ‘Brevet de Technicien Supérieur BTS in secretarial studies, Diplôme Universitaire de Technologie DUT, etc.
A minimum of 4 years of progressively relevant and practical experience, in an executive office preferably gained with an international organization.
Strong customer service skills, good organisational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
Excellent written and verbal communication skills in English or French, with a working knowledge of the other language.
Excellent use of Bank standard software Word, Excel, Access, PowerPoint, SAP.
Strong typing skills.
Excellent sense of initiative, confidentiality, enthusiasm, team spirit.