Position title: Senior Telecommunications and Administration Assistant
Grade: GS-8
Position N°: 8045
Reference: ADB/10/015
Closing date: 15/03/2010
Objectives
Key objectives of the position are to manage the administration (includes budgeting, billing/recovery, analysis and reporting, liaison/coordination with service providers, documentation, investigations and other related duties) of the Bank’s telecommunication system
Duties and responsibilities
Under the supervision of the Senior Telecommunications an Admin Officer, the incumbent’s responsibilities are:
Plan and implement the administration of telephone services for the Bank:
- Process requests for assignment of mobile telephone and coordinating with CIMM for handset allocation and delivery.
- Review monthly invoices from service providers and ensure accuracy before processing payments.
- prepare memo’s to staff members assigned mobile phones for confirmation of private calls
- Ensure that staff members who are beneficiaries of official mobile telephone lines, settle all outstanding bills upon departure from the Bank
- Monthly billing and recovery of private calls made by staff on official fixed and mobile phones
- Ensure that deductions for private calls are re-credited to the communication budget
- Update the telephone directory database upon assignment/re-assignment of lines or departure of staff
Budget Coordination and Preparation:
- Analyse the pattern of telephone expenditure for the previous years, based on which a proposal is made for the next years budget
- Monitor budget utilization and recommend necessary action to cut costs and achieve budget savings
- Prepare monthly report to COBS to highlight areas of excessive use and if possible recommend control measures
- Monitor budget utilization to ensure adequacy of provisions made and if necessary identify/process requests for budget transfers to cover telephone cost
Information Technology - Telephone Billing System:
- Ensure that the telephone billing system is operational on a constant basis
- Review the billing system database on a monthly basis and ensure that all phone lines are properly assigned to users and all Bank organizational codes are appropriately identified with out errors or duplication
- Ensure that Field Offices’ telephone billing system is operational and all calls are captured in the database.
- Follow up any identified issues with the Bank’s service providers for telephone billing system
Analysis and reporting
- Design automatic monthly reporting on the telephone billing system and also make necessary adjustments on the reports as may be required from time to time on telephone usage and costs
- Prepare quarterly report for dispatch to Directors and Vice Presidents on the telephone consumption of staff in their departments and complexes
- Prepare quarterly report on the budget status of staff members who made budget transfers to the communication budget for official mobile phones
- Prepare monthly report on key KPI’s with respect to telephone usage
Coordination with Service Providers
- Take responsibility for coordination of the relationship with telephone service providers in order to ensure that agreed SLAs are respected and that the Bank enjoys good quality services. This will include (but not limited to) mobile, satellite and fixed line service providers for the Head office and liaising with field office telecommunications assistants on any issues related to the local service providers
Policy and other Documentation
- In conformity with the Bank’s procurement/contract cycle, prepare Requests for Proposals (RFPs) for the selection of telephone service operators or telephone billing service companies. Participate at meetings for the evaluation and selection of the service providers
- Periodically review the Presidential Instruction and procedures manual for the use of telephone services and where/when necessary, make recommendations for changes
- Upon approval of the Policy and Procedures Manual, ensure that telephone services are administers in compliance with the provisions there-in.
Audit Recommendations
- Review audit reports on telephone billing issues and propose action plan to address issues raised in the report.
- Upon approval of the proposed action plan, ensure that necessary steps are taken for implementation.
This Position does not Afford international conditions and privileges
Selection Criteria
Including desirable skills, knowledge and experience
- Minimum of a Bachelors Degree or its equivalent in any discipline. Knowledge of Information Technology and SAP will be an advantage.
- Preferably a minimum of 6 years of relevant practical working experience
- Be familiar with and/or have proven knowledge on telephone billing software
- Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.
- Excellent customer service skills and team-working spirit.
- Competence in the use of Bank standard software (Word, Excel, Access and PowerPoint).
Only applicants who fully meet the Bank's requirements and are being considered for interview will be contacted.
Applicants will only be considered if they submit (preferably electronically, to: recruit @ afdb.org) a fully completed Personal History Form (PHF), available from the Bank’s web site, and attach a comprehensive Curriculum Vitae (CV) indicating date of birth and nationality.
The President, ADB, reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply.
