JOB DETAILS:
The position of STS Unit/Team Assistant falls under the General Services category and provides administrative support for the smooth running of the Team, ensuring that the Unit/ Team Leader is freed from all tasks which could otherwise impede the efficient discharge of higher duties and responsibilities.Each Team has its unique functions, but the STS Unit/Team Assistant works uniformly irrespective of the Team to assure hitch-free operations within the Unit/Team under the respective Team Leader. Accordingly, the Unit/Team Assistant’s job facilitates and contributes to the success of the Unit/Team Leader in performing their jobs effectively in furtherance of the Bank’s strategy for the achievement of the High 5’s.

Key Functions:
• Under the General guidance and overall supervision of the Unit/Team Leader, the Unit/Team Assistant will perform the following:
• Workflow management
• Undertake transactional tasks and processes that support the smooth running of the work of the Unit/Team;
• Provide support and follow up on routine administrative correspondence and processes;

• Undertake correspondence and tasks in accordance with the Bank’s accepted formats and check on probable typographical errors, presentation, completeness and procedural accuracy of all documents submitted to the Unit/Team Leader for clearance, approval and/or signature;
• Review and prioritize important correspondence and tasks for execution;
• Follow-up and ensure tasks are completed for dispatch and within given deadlines.
• Communication and liaison
• Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting to the concerned unit/team members or action parties as appropriate;
• Facilitate the arrangements for meetings with respect to their timings and booking of venue;
• Provide support to the Unit Head/CISO for appointments with official visitors and/or staff members;

• Follow-up on work deadlines for routine and assigned tasks;
• Schedule meetings for the Unit/Team Leader, according to schedules and Agenda for the week;
• Arrange time and venue for meetings, and provide support required for their success;
• Write meeting reports/minutes.
• Record keeping and documentation
• Maintain a filing system in both hard and soft copies to meet the needs of the Unit Head/Team;
• Keep a weekly calendar of activities showing all meetings to be attended by the Unit/Team Leader as well as by other staff members, including all external visitors to the Unit/Team;
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's staff, checking their availability and ensuring they have the appropriate briefing files and documents;
• Maintain contact address / mailing directory of partners working with the Unit/Team.
• office administration
• Make travel arrangements for the Unit Head/Team members including tickets, hotel reservation, etc.;
• Support the preparation of presentations as required;
• Photocopy and send electronic communication when the need arises;
• Undertake any other related tasks as assigned by the Unit/ Team Leadership.
• Procurement duties
• Assist in carrying out the function of procurement duties;
• Process Purchase Requisitions assigned to the Functional Group related to procurement of goods, services and works;

• Receive and review requisitions for clarity, adequacy of specifications, completeness, obtain additional information and liaise with the User Team and, confirm that the budget exist for the requisition.
• Budget
• Manage the budget assigned to the Unit/Team;
• Assist 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 in SAP system and the monitoring thereof.

Competencies (skills, experience and knowledge)
• Hold at least a Bachelor’s degree in Business Management, Commerce, Business Administration, Communication, Cyber Security or related discipline;
• Training in Secretarial Studies and/or Administration and Office Management is advantageous;
• Have a minimum of four (4) years of relevant and practical experience in administrative and secretarial roles, in similar offices of international Organizations, Development Banks or similar institutions;

• Having private sector experience will be an added advantage. Background in IT Risk Management, Supply Chain Risk Management (SCRM), IT General Controls Environment is preferred;
• Good knowledge of administration and office support services, including systems and procedures;
• Able to work under pressure and to prioritize in the dynamic setting of an international and multicultural setting;
• Handling internal and external requests efficiently;
• Ability to work and cooperate with others from diverse background;
• Ability to manage simultaneous and shifting demands, priorities and tight deadlines;
• Proficiency in the use of standard equipment (computer, fax, scanner, photocopier, telephone etc.);
• Demonstrable commitment to delivering excellent customer service focused reception and administration service;
• Good writing skills;
• Communication;
• Problem Solving;
• Client Orientation;
• Team working;
• Operational effectiveness;
• Innovation and Creativity;
• Integrity and confidentiality;
• Good written and oral skills in French or English with a good working knowledge of the other language,
• Competence in the use of Bank standard software (Word, Excel, PowerPoint and Access). Knowledge of SAP is an added advantage.