- Grade: GS-7
- Position N°: NA
- Reference: ADB/11/050
- Publication date: 20/04/2011
- Closing date: 13/05/2011
Objectives
The incumbent of this position will ensure :
- The coverage of documents for the meetings of the Board of Directors and of their Committees;
- The documentation of the General Secretariat;
- Contribution to the preparation of the work of the Boards;
- The distribution of documents included in the work program of the Boards, and the monitoring of decisions from Executive Directors and their collaborators.
Duties and responsibilities
Under the general supervision of the Division Manager and the Secretary General, the incumbent will perform the following tasks and functions:
- Ensure the distribution and monitoring of documents to Board members and their Committees within the required deadlines;
- Contribute to updating of the follow-up matrix of the semi-annual work program of the Boards of Directors by submitting a weekly distribution form;
- Conduct documentary research (projects, policy documents, programme and activity reports) at the request or for Executive Directors, the Secretary General, Directors, staff members, etc. ;
- Contribute through the Secretariat of the Boards, to the preparation of the Board agenda, the convening of Committee meetings, Seminars and the organization of Annual Meetings of the Bank Group;
- Check for the correct titles, codes and dates for the distribution of documents and for the conformity of the two official Bank versions (English and French);
- Participate in the coverage of meetings, seminars, working groups and conferences;
- Provide participants with documents on the Board agenda: particularly those of the President of the Bank;
- Establish attendance lists for the Secretary General;
- Identify and locate reference documents for the Secretary General;
- Facilitate the circulation and the exchanges of messages between the Board members during meetings;
- Usher in members of Senior Management and experts authorized to attend the meeting into the Board or meeting rooms;
- Transmit written or verbal messages from the meeting room to those outside and vice versa;
- Keep a documentation entry register (Service) by systematically recording every new document;
- • Contribute to the drafting of the weekly activity report of the Documentation Section by providing distribution statistics;
- • Monitor correspondence received or addressed to the Governors by Management by informing the offices of the Executive Directors;
- Accomplish any other tasks assigned to him/her by the Superior, Division Manager or the Secretary General.
This Position Does Not Attract International Terms and Conditions
(The incumbent of the position will be considered as local staff and will therefore not have international status)
Selection Criteria
Including desirable skills, knowledge and experience
- At least a Bachelor’s degree or its equivalent in management, communications, international relations or other related discipline;
- Preferably a minimum of five (5) years of relevant and practical professional experience in a similar position;
- Expert knowledge of document processing procedures;
- Excellent client services skills;
- Good knowledge of policy, work procedures of the Bank and the board, projects, economic and financial development issues;
- Competence in communications and negotiations; strong interpersonal skills;
- Ability to communicate and write effectively in English and/or French, with good working knowledge of the other language;
- Competence in the use of standard software used in the Bank such as MS Outlook, Word, Excel, PowerPoint; a practical knowledge of SAP will be an advantage.
Document download
Documentation Assistant - Board Proceedings & Documents Division (49 KB)
Apply online
To apply for this position, you need to be national of one of AfDB member countries.
- Submitted by: M. Mohamed YOUSSOUF, Division Manager, CHRM.1
- Approved by: Gemina O. ARCHER-DAVIES, Director, CHRM
Only applicants who fully meet the Bank's requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit an online application, and attach a comprehensive Curriculum Vitae (CV). The AfDB President reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply: www.afdb.org/jobs
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