Executive Secretary - First Vice President Chief Operating Officer’s Office

• Position title: Executive Secretary - First Vice President Chief Operating Officer’s Office
• Grade: G7
• Position N°: 50001334
• Reference: ADB/12/208
• Publication date: 06/09/2012
• Closing date: 18/09/2012

Objectives

The African Development Bank is Africa’s premier development finance institution. Within the Bank, the Office of the First Vice-President-Chief Operating Officer (FVP-COO) forms part of reforms introduced in the 2008-2012 MTS designed to improve coherence and coordination across complexes, ensure strategic priorities are reflected in resources allocation, enhance monitoring and management of performance, and strengthen the focus on results.

The Executive Secretary provides secretarial and administrative support to the FVP-COO, ensuring the day to day functioning of his office, coordinating office management activities and managing the office’s interface with organizational units and external parties.

Duties and responsibilities

Under the general guidance of the First Vice President (VPCOO), the Executive Secretary will:

• Organize and manage the secretariat of the FVP-COO.
• Oversee the front office’s document processing, filing and tracking system.
• Assist in managing and maintaining FVP-COO’s diary and email account under the coordination of the FVP-COO’s Assistant.
• Filter and direct incoming visitors, correspondence, emails and telephone calls, highlighting urgent and priority matters requiring the FVP’s attention.
• Draft, type and dispatch memoranda, acknowledgement letters and responses to correspondence, and follow-up with relevant members of the COO’s Front Office team.
• Proofread routine documents prepared for the FVP’s attention and signature, in consultation with relevant members of the COO’s Front Office team.
• Schedule meetings between FVP-COO and key stakeholders within and outside the Bank and compile relevant documentation and briefings.
• Compile engagements, invitations and other requests for weekly diary meetings with the FVP-COO’s Assistant.
• Coordinate travel and accommodation arrangements and produce a folder with diary and background documents.
• Ensure smooth relay between FVP-COO Office and other complexes, external partners and clients.
• Coordinate necessary arrangements for visiting delegations.
• Provide administration support to the FVP-COO, including preparation of administrative forms and processing of requests in SAP.
• Supervise, train and support Front Office support staff.

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

• Minimum a Bachelor degree or an equivalent degree in business administration, Human Resources management. finance, economics or other relevant fields.
• Preferably a minimum of five (5) years of relevant experience. Working experience in an MDB would be an asset.
• Excellent administrative and typing skills & IT literacy; ability to manage multiple tasks consecutively and established operational track record of excellence in achieving results.
• Ability to build partnerships and deliver results that meet the needs and long-term interests of clients within and outside the institution.
• Ability to produce high quality work on a variety of issues within very short deadlines, to take prudent risks and make effective and timely decisions, under minimum supervision.
• Superior written and verbal communication skills in English and/or French with proficiency in the other language.
• Strong customer service skills, good organizational and planning skills.
• High degree of discretion, tact and sensitivity in dealing with internal and external clients and stakeholders at all levels;
• Competence in the use of Bank standard software (Word, Excel, Access, PowerPoint, SAP).
• Ability to work under pressure and perform in a multicultural and complex environment.

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Executive Secretary - First Vice President Chief Operating Officer’s Office (305 KB)

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

• Submitted by: Harold AKINGBADE-TAYLOR, OIC, CHRM.1
• Approved by: Harold AKINGBADE-TAYLOR, OIC, 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