African Development Bank Group (AfDB) - Established in 1964, the African Development Bank is the premier pan-African development institution, promoting economic growth and social progress across the continent. There are 80 member states, including 54 in Africa (Regional Member Countries). The Bank’s development agenda is delivering the financial and technical support for transformative projects that will significantly reduce poverty through inclusive and sustainable economic growth.

We are recruiting to fill the position below:

Job Title: Operation Assistant

Reference: ADB/18/032
Location: Côte d’Ivoire
Grade: GS7
Position N°: 50001331

The Complex

• The Vice Presidency for Private Sector, Infrastructure and Industrialization is central to the Bank’s mission of developing the private sector, improving infrastructure and accelerating industrialization.
• The complex main functions are to:
  • Strengthen the enabling environment for private sector [and financial sector] development conducive to inclusive growth and sustainable development,
  • Support the development of reliable and sustainable infrastructure, including cities and urban development, and
  • Place renewed emphasis on industrial and trade performance in support of structural transformation across Africa.
• The Complex leverages knowledge, co-financing, and partnerships to attract private capital and work with governments on delivering the Bank’s development agenda.

The Hiring Department
The primary role of the Financial Sector Development (FSD) Department is to help the Regional Member Countries (RMCs) increase the reach, depth, and breadth of their financial systems, while safeguarding financial stability. 

The Department has four long-term objectives:

• Development of a vibrant private sector through an inclusive access by households and enterprises to financial services;
• Strengthening markets participants;
• Developing efficient capital markets, and
• Deepening regional financial integration.

Paired with other Industrialization, infrastructure and Private Sector complex departments, the FSD Department is responsible for implementing the Bank Group’s Financial Sector Development Policy and Strategy 2014-2019 (FSDPS) towards vibrant, innovative, robust and competitive financial systems, both national and regional, and in both the public and private sector levels of RMCs. FSD plays a transversal role across the Bank’s five strategic priorities, applying its financial deepening and access tool kit to the High Five (H5) agenda. 

Fundamentally, the scalability and policy momentum inherent in the H5 agenda create an important opportunity for expanded relevance of the FSD core skill-set: flexible financing instruments and delivery frameworks for financial inclusion, smart resource mobilization and capital markets development. FSD leverages partnerships to bring about greater developmental impact in financial sector development.

The Position
Under the supervision of the Financial Sector Director, the Operation Assistant will contribute to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:

• Providing support, facilitation, follow-up and sometimes closure on transactional PIFD issues
• Assist the Task Manager and Divisions Manager in the execution /implementation of the work-plans for the in alignment with the business strategy of the department
• Support the Director and the Front Office staff in the preparation of planning and reporting documents, with particular emphasis on drawing on information maintained on databases.
• Analyze supervision data, monitor disbursement status and arrange follow up and reporting actions, as well as monitoring project cancellations, write off procedures and adherence to write-off policies
• Assist in the preparation and monitoring of the division’s administrative budget, work programs, mission schedules and staff movements schedules, and participate in the identification of resource requirements and sources of funding.
• Provide budget analysis reports to the Complex Management Budget Coordinator and director
• Prepare, and as needed, gather information and relevant documents for the supervisor regarding issues being discussed or processed by the director.
• Provide first-level support to response to staff information requests in areas of responsibility.
• Execute received instructions and anticipate and inform superior and relevant colleagues of any risk of delay in achieving targets, and take or recommend action to avoid it as per operating procedure.

Duties and Responsibilities
Workflow management:

• Devise and maintain efficient office systems;
• Track and follow-up with documents; deal with incoming email, faxes and general mail.

Office Administration:

• Organize and attend to meetings, appointments, luncheons and events to ensure that responsible management are well prepared;
• Participating in the preparation of the annual and mid-year budget review by inputting data and the monitoring thereof and updating and maintaining various staff lists from time to time;
• Providing logistical support for Staff meetings, trainings, and other major events;
• Providing general back up support to other Team members during their absences, as needed;
• Producing documents briefing papers, reports, spread sheets and presentations and assist where applicable with the programming of operational activities.

Resources Management:

• Manage systems, create and process expense reports in SAP;
• Assist the management in issues concerning resources such as the administrative budget, monitor and review expenses and bring issues to the attention of management;
• Participate in the preparation of the annual and mid-year budget review by inputting data and the monitoring thereof
• Supports in the organization and coordination of meetings within the vice-presidency, across the Bank and with external clients and partners;
• Serve as an information resource on status of products and draft a variety of correspondences.

Analytical Work:

• Support in reviewing the quality of documentation for the Division/Department and making recommendations for improvement of style, presentation and analysis.
• Keeps abreast of status and progress on Divisions/Department commitments vis-a-vis internal and external clients; propose Key Process Indicators and ways to monitor progress towards theft attainment;
• Assist DMs in his/her interaction with internal and external auditors to carry out periodic audit reviews of internal controls on the data administrative portfolio and implement measure to strengthen internal controls where weaknesses are identified and ensure that agreed changes have been fully implemented
• Assist in preparing communication and presentation documents through drafting elaborate memos, spreadsheets, presentations and conduct first-level analyses regarding PIFD initiatives.
• Undertake ad hoc inquiries in standard and non-standard databases, retrieve, manipulate and present data and prepare presentation materials;
• Suggest ways to enhance work organization and effectiveness.

Problem Solving:

• Respond to enquiries from the Bank Executives; liaise with clients and other staff; coordinate with other members of management and partners; work with other secretaries and groups in different locations;
• Carry out background research in field of competence and present in a logical manner;
• Perform any other duties reasonably requested by management.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Bachelor's degree or its equivalent degree in Business Administration, Management, Finance, Economics or other relevant fields.
• Minimum of five (5) years of relevant professional experience in the formulation and implementation of programs and projects, financial and economic analysis of infrastructure projects and programs; proven competence and leadership in all phases of sector analyses, project and program preparation, appraisal and implementation.

Behavioral Competencies

• Communication and Intercultural Sensitivity
• Team work
• Client Orientation
• Interpersonal skills
• Tact

Technical Competencies
Experience in Financial management:

• Ability to understand tasks given by the director
• Ability to provide effective support to Division Managers and task manager
• Ability to insert inputs on Projects issue related to SAP

Internal Consulting & Coaching:

• Ability to assist Division Managers to solve related problems and enquiries through clear interpretation of policies.
• Ability to assure that Task Managers expectations are met through timely responses and resolution of issues.

Project monitoring:

• The Operation assistant will Assist effectively that project deliverables are transitioned into day-to-day practices.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Competence in the use of standard MS office applications (Word, Excel, Access, and PowerPoint), Knowledge of SAP and internal software such as BPPS, MARS etc