Administrative and Budget Officer (ECAD.0) at African Development Bank Group (AfDB) Full Time

Job Title: Administrative and Budget Officer (ECAD.0)

Location: Abidjan, Cote d’Ivoire
Position Number: 50000306
Position Grade: PL6

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 solutions include: (i) research on major development issues facing Africa and their relation to global economic governance and other major global public goods; (ii) country diagnostics and future perspectives; (iii) policy dialogue and advisory services; (iv) economic, sector, and thematic knowledge work; (v) improving national and sub-regional statistical systems; (vi) preparation, design and support to implementation of public financial management and Governance operations; (vii) capacity development for policy formulation and implementation; (viii) technical assistance and advice related to RMCs’ management of natural resources; and (vii) knowledge dissemination and development of national, regional, and inter-regional knowledge networks.

The Hiring Department

• The African Development Institute (ECAD) seeks to position the African Development Bank (AfDB) as the premier regional partner on select capacity development issues, including (i) improved capacity for effective economic policy formulation and management; (ii) improved capacity for project development and implementation; and (iii) enhanced institutional capacity for effective knowledge brokerage and policy dialogue in the Regional Member Countries (RMCs).
• In addition, the Institute’s capacity development coordination and advisory services include tools for capacity development impact assessment and public service delivery outcomes assessments in Africa and capacity for strengthening African institutions and partnerships.
• ECAD serves as the focal and technical anchor for the Bank’s work on Capacity Development  and provides the corporate guidance for mainstreaming capacity development in the Bank Group’s operations and strengthening institutional capacity for enhanced economic policy management, project implementation, and knowledge brokerage and policy dialogue in the RMCs.

The Institute achieves its mandates through five outcome-oriented activities, including strengthening institutional capacity for:

• Program development and project cycle management – particularly project development, implementation, and accountability systems – enhance the quality and development impacts of Bank Group’s operations.
• Policy design and policy management, in particular – public finance management, debt management, and macro-economic policy management – in the RMCs;
• Knowledge brokerage and policy dialogue in the RMCs,
• CD coordination and harmonization in the Bank Group and the RMCs – for improved cost-effectiveness in CD delivery; and
• CD monitoring, evaluation, reporting, and accountability systems in the Bank Group and the RMCs.

The Position

• The objective of Administrative and Budget Officer is to provide operational and technical support to the Senor Director and the Department on day-to-day administrative, financial, and operational activities pertinent to the smooth running of the Department; and assists the Senior Director in monitoring the execution of ECAD’s work program and budget implementation.
• The position of Budget and Administrative Officer plays an important role in the realization of the objectives of the department, in the sense that it supports the Senior Director in managing efficiently the budget and administrative issues of the Department.

The objectives of the position are:

• Contribute to the implementation of the Bank’s Capacity Development Strategy through development of annual work programs and budgets and efficient management and utilization of the department’s budget;
• Contribute to the achievement of the Department’s annual work program through an optimal allocation of resources;
• Present a professional image of the Bank to the outside world by dealing as quickly as possible with the demands of the suppliers;
• Participate in the identification of human resources and equipment required for the operation of the department.
• Ensuring timely cost accounting and budget reporting to the Departments Senior Director,
• Ensuring full compliance to the procurement rules of the Bank Group in the use of Bank resources by the Department.

Key Functions
Under the overall supervision of the Senior Director, the Administrative and Budget Officer has the following responsibilities:

The key duties and responsibilities of Administrative and Budget Officer are:

Resources Management:

• Budget & work program management – leads the three-yearly rolling budget exercise for ECAD to ensure timely input in the annual strategic program planning and budgeting and the budget controlling process within ECAD
• Contribute to the reviews & participate in meetings with SNPB for budget processes and institutional governance management;
• Monitors appropriate application of budget rules and procedures and the Financial Regulations of the Bank;
• Monitor appropriate budget utilization and reporting in the department. Applies cost/benefit analysis to meet work program objectives. Contributes to decision making by providing relevant risk-analysis. Shows initiative when necessary, and makes decisions in a timely manner within own area of responsibility and in consultation with the Director;
• Advise on priorities for budget re-allocation of resources during mid-year reviews or as may be required;
• Coordinate budget reports (CFP/Quarterly reports) others ad hoc reports) and data gathering (ATRS, WBS, KPIs) for implementation of the Cost Accounting System (CAS);
• Contribute to the improvement of budget processes and procedures;

Administrative Management:

• Participate in the preparation and submission of the work program of Under the overall supervision of the Senior Director, the Administrative and Budget Officer has the following responsibilities:

The key duties and responsibilities of Administrative and Budget Officer are:

• Budget & work program management – leads the three-yearly rolling budget exercise for ECAD to ensure timely input in the annual strategic program planning and budgeting and the budget controlling process within ECAD
• Contribute to the reviews & participate in meetings with SNPB for budget processes and institutional governance management;
• Monitors appropriate application of budget rules and procedures and the Financial Regulations of the Bank;
• Monitor appropriate budget utilization and reporting in the department. Applies cost/benefit analysis to meet work program objectives. Contributes to decision making by providing relevant risk-analysis. Shows initiative when necessary, and makes decisions in a timely manner within own area of responsibility and in consultation with the Director;
• Advise on priorities for budget re-allocation of resources during mid-year reviews or as may be required;
• Coordinate budget reports (CFP/Quarterly reports) others ad hoc reports) and data gathering (ATRS, WBS, KPIs) for implementation of the Cost Accounting System (CAS);
• Contribute to the improvement of budget processes and procedures;
• Participate in the preparation and submission of the work program of the department:
• Prepare a plan for monitoring activities related to the budget and administrative affairs;
• Work with section heads to implement the plan;
• Conduct analytical work on processes and procedures for a better understanding and improvement;
• Management of the CARD (purchase by credit card): controlling the purchases made on the card by the custodian, reviewing and approving all expense / credit statements, and to ensure analysis of expenditure – management control – reconciliation of purchases and cash outflows, etc.;
• Reconcile General Ledger, consultants Accounts receivable to ensure that balances are conform and accurate for clearing.

Procurement:

• Coordinate the recruitment of consultants/consulting firms in accordance with the Bank’s rules and procedures and follow on payment of fees for services rendered;
• Prepare work programmes of the team, prepare budgets estimates for procurement of service contracts required by the Bank; report on budget utilization and programme progress
• Develop and implement procedures for contract management, contract performance and contract administration
• Provide contract management support to the Department:
• Ensures timely follow-up and review of supplier performance evaluation,
• Ensures suppliers meet the Bank’s mandatory contractual requirements for the duration of the contract

Human Resource Management:

• Serves as CHHR administrative focal point for recruitment issues, training and development, performance evaluation, job design, motivation, counselling, disciplining, salary administration, with CHHR and SNPB; perform and update staff planning requirements; ensure respect of recruitment rules, procedures and regulations in recruitment processes; coordinate ECAD’s annual training plan.
• Manage the recruitment of short-term staff for the department.

System Management:

• Provide support on optimizing proper records management, information storage and retrieval in ECAD;
• Address in coordination with CIMM issues pertaining to the SAP system and other IT systems used by ECAD in implementing its work program;
• Prepare special reports, statistics and forecasts and carry on other assignments as required
• Collaborate with Human Resources team to develop tailor made tools to address unsatisfactory Performance by staff in ECAD, when necessary.

Cooperative Activities:

• Represent ECAD in coordination meeting with other departments for administrative and financial issues of common interest within the scope of activities.
• Coordinate the ECAD’s training, technical and policy dialogues, and missions/meetings.
• Cross-functional working with other business areas to deliver savings and drive the Departmental work program reporting.
• Keep in alignment the budget utilization in the Department with the business needs
• Undertake such other assignments as requested by the Senior Director.

Competencies (Skills, Experience and Knowledge)

• Hold at least a Master’s degree in Business Administration, Accounting, Finance or related discipline
• Have a minimum of four (4) years of relevant professional experience in administration and/or budget monument.
• Understanding of  SAP and other operating systems of the Bank.
• Sound knowledge of the Bank’s budget preparation process, procedures and system.
• Excellent business writing and data analytical skills.
• Sound understanding of the Bank’s human resources procedures and practice
• Ability to work accurately, methodically and to meet deadlines.
• Integrity and ability to work under pressure and to deliver timely quality services.
• Excellent interpersonal relationships and promote process improvement
• Ability to handle speedily and efficiently internal and external requests.
• Good understanding of the Bank’s operations and the operational priorities;
• Ability to assess problems and develop realistic solutions quickly; proven ability to adopt a multidisciplinary approach to issues.
• Demonstrated mature sense of judgment.
• Behavioural Competencies: Ability to communicate comfortably with people, Problem solving skill, Good client orientation, Operational effectiveness, Team working and relations, Influencing and negotiation skills
• Excellent organizational, analytical, coordination and communication skills and high level of integrity.
• Strong analytical skills to strategic vision, as well as ability to pay attention to details and work under pressure
• Excellent verbal and written communication skills in French or English, with a good working knowledge of the other language.
• Competence in the use of standard Microsoft software (SAP, SRAS, Word, Excel, Access, and PowerPoint).

Application Closing Date
12th July, 2022.

Note: This position is classified international status and attracts international terms and conditions of employment.