TEAM ASSISTANT/SECRETARY JOB AT AFRICAN DEVELOPMENT BANK (AFDB)
Job opening: clerical, administrative jobs, jobs in Nigeria
Team Assistant/Secretary Job at African Development Bank (AfDB)
African Development Bank (AfDB) established to strengthen dialogue between the Bank and the Government, is recruiting to fill the vacant position of:
Position: Team Assistant/Secretary
Reference: ADB /15/109
Grade: GS - 5/6/7
The Office of the Ombudsperson is a neutral and impartial facility established in line with international practices to provide independent, confidential and informal assistance to staff on grievances and complaints related to human resources and workplace issues.
The key objective of the Team Assistant/Secretary is to provide high-level administrative support to the Office of the Ombudsman thus releasing him/her to devote more time to managing conflict and undertaking activities that promote respectful and productive work environment.
The Team Assistant/Secretary is required to work under the supervision of the Ombudsman and the Second Ombudsman.
In line with the standards of practice of the Ombudsman, he/she is expected to demonstrate team spirit, show tact, diplomacy and respect to all visitors to the Office as well as observe confidential nature of all information handled by the Office.
Management of Resources:
Office Administration:Organize meetings, business meals, travel, accommodation and mission formalities for the two Ombudsmen Liaise with the General Services Department (CGSP) on issues of Office space, furniture, equipment and their maintenance Liaise with the Communication & External Relations Department (CERD) for the purchase and payment processing of Ombuds promotion materials Prepare Annual work program, leave and mission schedule of OMBU staff Organize and maintain a filing system for all expenses, TORs of Missions, BTORs, Recruitment of and use of Consultants. Assume secretarial functions in the absence of the Office Secretary Participate in the preparation of the Annual Report; prepare for the Newsletters (bi-annual publications); OMBU website, Sharepoint, etc. Coordinate necessary arrangements for visitors. Provide administrative support to members of the office, including preparation of administrative forms and processing of requests in SAP. Carry out all other secretarial and administrative duties as required and any other assignments given by two Ombudsmen. Drawing the attention of the Ombudsmen to urgent matters On own initiative or as delegated, to prepare and sign general and administrative correspondence and to draft other correspondence on the basis of brief instructions On own initiative or on the basis of broad instructions, to research and analyze information and problems brought to the attention of the Ombudsman, looking for similar cases, involving or not the same people, recommendations and preparing summaries to facilitate the work of the Ombudsman. Prepare responses to correspondence containing routine inquiries; make photocopies of various documents when needed Receive visitors and conduct exit survey after visit; arrange conference calls, scheduling meetings, video-conferences
Analytical Work:Prepare statistical reports and handle information requests on caseloads Coordinate the preparation of monthly and periodic reports to the President Coordinate the preparation and formatting of periodic OMBU/VPC Newsletters in liaison with CERD Tracking and ensuring timely payments for goods and services provided to the Unit Post interviews and reports and Newsletters of the Unit on the Intranet and Internet in liaison with CERD and the Corporate IT Services Department (CIMM) Attend internal meetings in order to record minutes; prepare agendas, reports, memos, letters, and other documents using word processing, excel, database. Provide input for the preparation and publication of the Annual Report of the Office of the Ombudsman in English and French in liaison with CERD and the Language Services Department (SGLS) Draft and process contracts of consultants and after service reports for audit purposes.
Organization of Events:Coordinate, organize and make logistic arrangements (venue, refreshments, etc.) for Ombudsman sponsored skills enhancement and sensitization events such as Values Promotion Champions (VPC) training, CHRM Induction Sessions, Conflict Competency Week (CCW), and other Skill enhancement seminars.
Including Desirable Skills, Knowledge and Experience:
Job Portal in Nigeria | A Property of JOBGURUS SERVICES