ADMINISTRATIVE ASSISTANT - CORPORATE AFFAIRS DIVISION, ALSF

The Administrative Assistant is part of the Corporate Affairs Division and assists in performing administrative and secretarial support functions.

Requirements

• Develop and maintain office systems to deal efficiently with paper flow
• Manage the filing and retrieval system
• Track and monitor documents, handling incoming emails, faxes, mail and correspondence
• Prepare documents, briefing papers, reports, spreadsheets and presentations
• Organize the logistics for meetings and staff retreats
• Manage the flow of information by receiving, examining, sorting and monitoring the ALSF's incoming and outgoing emails
• Draft and review emails and documents in conformity with administrative instructions
• Review memoranda, documents, contracts and correspondence to be submitted for the Division Manager's or the Director's signature
• Assist in Protocol matters by liaising with the Secretariat General of the Bank
• Draft correspondence that requires research and/or discussion on administrative and technical matters
• Liaise with professional staff in the Division or with other Division to obtain information to process payments to service providers
• Assists in and advises the Division Manager on a variety of administrative and personnel matters
• Negotiates with CHGS on allocation of appropriate office space for the ALSF
• Coordinates staff missions' logistics and submits staff missions' claims
• Creates purchase requisitions for the procurement of goods and services in SAP
• Creates purchase orders for payment of salaries for Contract agents, internal and external consultants in SAP
• Follow-up on service providers payments
• Contributes to ALSF's annual budget submission by collecting and presenting data
• Manages systems and processes expenses reports in MIS and SAP
• Ensure maintenance of enough stocks of stationery and other basic office supplies
• Handle internal and public enquiries
• Screen telephone calls, deal with incoming emails and requests and handle them as appropriate
• Welcome and look after visitors
• Organize and maintain electronic diaries and make appointments
• Maintain confidential records and filing of reports, correspondence and related material for ease of referral

Benefits

• A competitive remuneration package
• A comprehensive health insurance
• A pension plan
• Paid annual leave
• Assistance with travel and relocation