African Development Bank Senior Administrative and Finance Officer

• Position title: Senior Administrative and Finance Officer
• Grade: Local Professional (LP) 5
• Position N°: NA
• Reference: ADB/12/202
• Publication date: 18/08/2012
• Closing date: 07/09/2012

Objectives

The African Development Bank Group - Southern Africa Resource Center (SARC) Office in Pretoria, covers 12 Countries and the SADC Secretariat. The Resource Center was established to strengthen dialogue between the Bank and the Bank’s Regional Member Countries (RMCs) in Southern Africa, development partners, the private sector, and the civil society. The dialogue is expected to enhance and foster the design of the Bank’s development policies and programs, as well as the development, implementation, monitoring and evaluation of the development policies and poverty reduction strategies of the RMCs. SARC also seeks to assist and facilitate the execution of the core operational functions of the Bank Group in identifying, preparing, appraising and implementing projects and programs in the RMCs, and follow-up with a view to enhancing portfolio quality, promotion of participatory approaches, alignment with countries and regional priorities and enhancing impacts.

The Bank invites applications from suitably qualified candidates to fill the vacant position of Senior Administrative and Finance Officer, based in Pretoria, South Africa. This position is designated for local professionals and therefore does not attract international terms and conditions.

ONLY APPLICANTS WHO ARE NATIONALS OF SOUTH AFRICA OR THOSE WHO ALREADY HAVE THE RIGHT TO LIVE AND WORK IN SOUTH AFRICA WILL BE CONSIDERED FOR THIS POSITION. THE AFRICAN DEVELOPMENT BANK DOES NOT SUPPORT CANDIDATES’ APPLICATIONS FOR WORK PERMITS AND RELOCATION.

Duties and responsibilities

Under administrative supervision of the Regional Director, SARC, and in consultation with the administrative units at Headquarters, the Administrative and Finance Officer will manage administrative services including accounting and budgeting, human resources, information technology, procurement of goods and services, and facilities’ management. The incumbent will act as administrative and finance manager and thus provide support to the Administrative Assistant at SARC and in the Region. In close collaboration with his/her counterparts at Headquarters, the Administrative and Finance Officer will carry out his/her duties in strict compliance with the Bank’s policies and guidelines. S/He will ensure the effective management of Bank resources, the Office’s operational activities in keeping with procedures and the efficient use of resources.

The Administrative and Finance Officer will have the following specific duties and responsibilities:

Budget Preparation and Implementation:

• Draw up administrative budget of the Regional Resource Center following the schedule set by the Budget Department.
• Contribute to the preparation of centralized budgets at headquarters to take into account the particulate investment needs of the Regional Resource Center.
• Monitor expenditure in accordance with the Bank’s internal control rules and procedures.
• Report periodically the status of the budget implementation and propose possible revisions.
• Contribute to the preparation, implementation and evaluation of Work Program and KPIs of the Resource Center.

Financial management and Reporting:

• Establish procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of Bank resources.
• Provide guidance on accounting treatment and financial transactions at SARC.
• Advice management on methods to improve control environment at SARC.
• Check and approve the accounting entries in SAP, including Travel Claims, and Control the processing of mission expenditure advances and balances.
• Review monthly financial report, timely preparation and verification of reports, statements and schedules for auditing of the SARC operational activities.
• Ensure quarterly monitoring of finance and administrative activities of the other Field Offices within the Region.
• Ensure that proper control mechanism and segregation of duties are in place and that Bank procedures are fully implemented.

Human Resources Management and Administration:

• Submit reports on personnel management, leave and recruitments in SARC.
• Manage office staff benefits in accordance with the Human Resources policy and instructions in force.
• Undertake any other official duties that may be assigned by the Regional Director.
• Inform and discuss with counterparts at Headquarters the administrative problems affecting SARC in order to find appropriate solutions thereto.
• Facilitate the obtainment of administrative documents necessary for the proper functioning of the office and staff from the relevant authorities.
• Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services.
• Provide Support to other Field Offices in the Region.
• Ensure that proper filing is undertaken in each Field Office located in the Region

Management of Property and Equipment:

• Develop, execute and administer procurements for diverse works, goods and services and oversee P-Card usage in accordance with the bank Directive on Bank Internal Procurement and under the guidance of CGSP and the Director of RRC.
• Prepare and manage service providers contracts and follow-up to ensure that contractor’s performance is satisfactory and that all payments are made under valid contracts.
• Implement supplier development programs to ensure goals of supplier quality and vendor rationalization.
• Advise vendors with regard to the technical requirements and procurement conditions and procedures and techniques of price/cost analysis on the various elements of procurement proposals.
• Prepare special reports on corporate procurement activities, statistics and forecasts and submit them to CGSP for consolidation and carry on other assignments as required by the supervisor, review progress reports, status reports, and timesheets as required.
• Supervise procurement of goods and services in keeping with the Bank’s rules and procedures.
• Prepare and monitor service providers’ contracts, including management and recruitment of Consultants.
• Ensure the quality of Bank facilities in SARC, including workspaces according to Bank standards, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities.

Selection Criteria

Including desirable skills, knowledge and experience

• A minimum of a Master’s degree in Accountancy, Finance or Administration.
• Membership to an internationally recognized professional accounting body (CA, CPA, ACCA or Expert Countable) would be an added advantage.
• A minimum of five (5) years of relevant experience including 3 years of experience in an accounting firm or in an international/multinational financial organization, plus 2 years in a public or private sector organization.
• Capacity to work effectively in a team.
• Ability to communicate orally and in writing, in English with working knowledge of French.
• Competency in the use of Microsoft Office applications such as Word, Excel, and PowerPoint.
• Knowledge of SAP S/R would be an advantage.

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To apply for this position, you need to be national of one of AfDB member countries.

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