Team Assistant at the African Development Bank Group (AFDB) Full Time NEW

Job Title: Team Assistant

Position Number: 50112814
Location: Pretoria, South Africa
Position Grade: GS7

The Complex

• The core mandate of the Vice Presidency (ECVP) is to lead the Bank Group on prioritizing the generation, analysis, dissemination, brokering and implementation of relevant knowledge solutions in all High-5 operational priorities and the cross-cutting themes of its Ten-Year Strategy.
• Such solutions must be a clear response to priority development challenges facing regional member countries (RMCs), individually or collectively and need to involve RMCs in both the planning and implementation of the solutions.

The key focus areas include:

• Research on major development issues facing Africa and their relation to global economic governance and other major global public goods.
• Country diagnostics and future perspectives.
• Policy dialogue and advisory services.
• Economic, sector, and thematic knowledge work.
• Improving national and sub-regional statistical systems.
• Preparation, design and support to implementation of public financial management and Governance operations.
• Capacity development for policy formulation and implementation.
• Technical assistance and advice related to RMCs’ management of natural resources.
• Knowledge dissemination and development of national, regional, and inter regional knowledge networks.

The Hiring Department

• The Governance and Economic Reforms Department (ECGF) is in the complex of the Chief Economist / Vice Presidency for Economic Governance and Knowledge Management (ECVP), is responsible for the coordination and operationalization of the Bank’s Governance policy, strategy, and programs, including lending and non-lending work.

ECGF works in collaboration with the other complexes and departments of the Bank towards ensuring:

• That the Bank’s substantive technical engagement with key policy and strategy processes in the area of governance and public financial management are properly coordinated.
• That the Bank’s interventions in Regional Member Countries, through program-based operations/ budget support and institutional strengthening projects promote effective and accountable governance and public financial management.
• The Department has two Divisions, ECGF.1 and ECGF.2. The Division ECGF.1 covers Governance operations in the Central, North and West Regions of Africa, while ECGF.2 Division covers Governance and Economic Reforms Operations in the Eastern and Southern Africa.

The Position
The main purpose of the Team Assistant is to support ECGF.2  management and staff in:

• Coordinating the implementation of the annual work programme and related assignments
• Preparing the administrative budget and monitoring its implementation
• Managing and processing travel expenses and report in SAP
• Supporting task managers with information management and data entry tasks as well as the costing and financial analysis of Institutional Support Projects
• Providing support to the establishment and maintenance of all information management systems and databases (e.g. SAP) to enable the effective result-based management of the ECGF.2 projects and programs.

Key Functions
Support to portfolio management:

• Manage the data and contract entry in SAP, generate relevant information from SAP, and upload implementation progress reports (IPRs) and project completion reports in the systems (RRS) in collaboration with Task Managers and relevant units of the Bank.
• Provide support and facilitate the use of the Bank-wide Project Processing Schedule (BPPS) in the process of reviewing operations for Bank documents to be submitted to the Board for approval or information.
• Compile the portfolio database, present data on projects and perform any task related to data entry and analysis as required, and report on accuracy and completeness of project information on effectiveness, disbursement, procurement, supervision, and completion reports.
• Ensure regular information updates on projects and key performance indicators related to portfolio management and lending programmes.
• Establish a database to track disbursements, ongoing projects, aged project-related disbursements, problem projects, potential problem projects, and those to be supervised.
• Prepare monthly and quarterly reports on portfolio management and performance of the lending program.

Office Administration:

• Manage systems, create and process travel and expense reports in SAP.
• Devise and maintain office systems to deal efficiently with paper flow; track and follow up on documents, organize and management of files & documents, and computer-based information.
• Assist the Division manager in interacting with internal and external stakeholders in delivering the lending program, portfolio management, policy dialogue, and economic sector work.
• Support in reviewing the quality of documentation for the Department and making recommendations for improvement of style, presentation, and analysis.
• Assist in preparing communication and presentation documents through drafting elaborate memos, spreadsheets, and presentations and conducting first-level analyses regarding Department initiatives.
• Assist in preparing documents, briefing notes, spreadsheets, and correspondence necessary to manage projects/programmes.
• Assist in the preparation and organization of activities such as seminars, workshops, etc. and prepare PowerPoint presentations, take notes during meetings and prepare minutes as requested.
• Manage all logistics issues related to regular meetings and organize other meetings, setting up of appointments, events, and mission travel to ensure these activities are responsibly managed.
• Provide administrative assistance to the Division Manager including preparing and reporting documents for missions/meetings, with particular emphasis on using information maintained in databases.
• Perform any other operational support and other duties deemed necessary and requested by ECGF.2 Manager.

Competencies

• Hold at least a Bachelor’s degree in business administration, business management, finance or commerce, economics or other relevant fields.
• Minimum of five (5) years of relevant professional experience in the formulation and implementation of programs and projects, monitoring projects and programs; with work experience in an international organization.
• Excellent written and verbal communication skills in English and/or French, with a good working knowledge of the other language.
• Competence in the use of standard MS office applications (Word, Excel, Access, and PowerPoint), and working knowledge of SAP and internal software such as BPPS, will be an asset.
• Proven high level initiative, enthusiasm, and team spirit.
• Excellent organizational and interpersonal skills.
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting.
• Skills in handling internal and external requests efficiently
• Good knowledge of Administration and Office Support Services including Systems and Procedures.
• Ability to deploy knowledge, skills and abilities to work effectively without constant and direct supervision or guidance.
• Ability to adjust to multiple deadlines and attention to detail while working with diverse workforce.

Application Closing Date
6th April, 2025.

Note

• This position is classified as local status and does not attract international terms and conditions of employment.
• Female candidates are strongly encouraged to apply
• Only applicants who are nationals of South Africa or nationals of member countries of the bank with a pre-existing legal right to live and work in South Africa will be considered for this position.
• The bank does not sponsor or support applications for work permits and relocation in relation to this post.
• The Bank does not accept dual nationality. Therefore, you are required to declare the nationality you would like to be considered by the Bank throughout your career, if hired. Please upload supporting Government issued IDs such as passport, National Identity Card or Certificate etc.