African Development Bank (AfDB) - the premier pan-African development institution, promoting economic growth and social progress across the continent. 

POSITION : Administrative and Finance Officer, Medical and Occupational Health Services

The Hiring Department

• The overall objective of the Medical And Occupational Health Services Unit is to make the Bank an employer of choice by providing staff members with the most conducive and healthy working environment. Its mission is to drive the transformation of the Medical and Occupational Health Services offered by the Bank and enhancing health promotion, prevention strategies and comprehensive interventions in an effort to protect, preserve and promote the health and well-being of all Staff members - healthy lifestyles for all.
• Specifically, the Unit seeks to ensure proper application of the Bank’s policies, instructions and procedures on matters of staff health and well-being; formulate health and welfare policies that are consistent with best practices in healthcare in the workplace; and ensure the administration and provision of quality medical care to Bank’s staff and their dependents; facilitate a healthy working environment for staff through the observance of best practices in health and well-being.

Welfare Services:

• In line with the Bank’s new vision of changing the way we do business, the Unit is revamping the Welfare services and activities to listen; inform; advise and work with staff members in order to:
  • Work closely with the Bank Recourse Mechanism Units, the Staff Council, and other staff groups and the Board Members and Senior Management;
  • Provide solution and assist Staff through coaching and counseling services;
  • Manage the resolution of conflicts, working through and with others to affect mutually acceptable solutions, by using highly developed interpersonal skills;
  • Promote Work-life Balance to maintain a healthy body and mind such as sports, social program and activities within and outside the Bank;
  • Promote the family friendly policies that include remote working and flexible working hours; maternity and paternity leaves; sick leave management, etc.

The Position

Responsible for the efficient running of the Medical And Occupational Health Services’ back-office operations, the effective control of its financial, IT and administrative systems, in order to contribute to the delivery of the Unit’s objectives. Specific tasks include, managing administrative services including accounting and budgeting, human resources and facilities.

 Responsibilities

• Review monthly financial reports, timely preparation and verification of reports, statements and schedules for auditing activities of the unit;
• Prepare quarterly financial and other relevant reports, in consultation with the Unit Head and other departments, for presentation to the Vice President;
• Monitor the petty cash balances to ensure sufficient funds are always available to meet the needs of the Unit;
• Collect and fill in regular financial reports and budget records.
• Establish procedures and controls to improve efficiency of services and identify cost savings and promote efficient use of Bank resources;
• Manage the unit’s financial affairs to ensure that the most efficient and effective financial control systems and reporting mechanisms are in place;
• Establish and implement financial procedures in line with Bank’s requirements;
• Advise management on methods to improve control environment of the Unit;

Budget Preparation and Implementation:

• Provide detailed input with respect to resource requirements for budget submissions;
• Establish and prepare accurate and timely information for budget monitoring and progress reporting of funds disbursed;
• Provide substantive support to the Unit in its budget review;
• Review and finalize budget performance reports, analysing variances between approved budgets and actual expenditures;
• Contribute to cost saving opportunities and Value Engineering in order to bring the project back to budget;
• Manage and monitor budget implementation and recommend reallocation of funds as necessary;
• Monitor expenditures to ensure that they remain within authorized levels.
• Act as the Budget focal point for the Unit;
• Prepare cost estimates and budget proposals for the Unit, including evaluating requirements emanating from other sections;

Administration:

• Manage efficiently all external contracts, and to ensure that all the Unit’s expenditure is correctly authorised and accounted for;
• Ensure the overall smooth running of the Unit’s internal administration and its cost-effectiveness;
• Manage in conjunction with the Unit Head, temporary staff (STS) and Consultant’s contracts and HR matters;
• Manage leave of absence of staff members in the unit personnel procedures in relation to training, holidays and appraisals, ensuring these are properly documented, and to advise on relevant policies.
• Provide a wide range of administrative support to Medical and Occupational Health Services Team in the implementation of the Unit’s mandate;
• Liaise with General Services and Procurement department for questions relating to office accommodation, allocation of office furniture, equipment and supplies;
• Request for repairs, work maintenance and follow-up to ensure that such works have been satisfactorily carried out;
• Support the maintenance and accessibility of the Team’s information and other knowledge developed by the Team, and takes notes at meetings, write letters, investigation reports and prepare minutes as requested.
• Act as focal point for the team and follow up on matters related to the unit’s activities;
• Ensure that appropriate policies are in place with regard to procurement and tendering processes to secure the recruitment of the best Consultants and service providers;
• Participate in the procurement of services and recruitment of consultants by preparing the terms of reference, launching of tender and liaising with the General Services and Procurement department to prepare the contract;

Selection Criteria

• Have an understanding of internal controls and interpretation of Financial Regulations and rules;
• Demonstrated skills and oversight in budget coordination and decision making desirable;
• Ability to communicate comfortably with people;
• Ability to work under pressure, prioritize work, meet strict deadlines and work in teams;
• Ability to interact effectively with people, and cooperate with other colleagues;
• Capable of motivating, leading and inspiring enthusiasm and trust;
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other language;
• Competence with standard MS Office software.
• A Master's Degree in Human Resources Management, Social Sciences, Business Administration, Accounting, Finance or related discipline;
• Minimum of four (4) years of relevant experience in handling General Ledger, Accounts Payable/Receivable, Budget management and Administration of Human Resource;
• Strong quantitative and analytical skills;
• Knowledge of statistics and accounting, ability to communicate the meaning of numbers in plain language;
• Good knowledge of Human resources related issues;
• Initiate and manage innovations and changes;
• Active participation in a comprehensive review processes of any Medical Plan;