Vacancy Announcement N° ADB/13/088
Position: Senior
Program Assistant
Grade: GS 8
Department / Division: East Africa Regional Centre (EARC)- Nairobi
Supervisor’s Title: Regional Director, EARC
Objectives:
The African Development Bank’s East
Africa Regional Center in Nairobi, Kenya (EARC) has been established to
strengthen dialogue between the Bank and regional Governments, development
partners, the private sector, and the civil society, in the design of its
development policy and programs, as well as on implementation, monitoring and
evaluation of the poverty reduction strategy.
The office also seeks to assist the
operational functions of the Bank Group in launching and follow up of projects
and programs in Kenya.
The major functions of the office
fall under the major areas of: country programming, project administration,
promoting participation, regional integration, and aid co-ordination, in line
with the partnership principles and with a view to increasing development
effectiveness and impact.
The Bank invites applications from
suitably qualified candidates to fill the following vacant position.
This is a local position, and
posting will be in the Regional Resource Centre-Nairobi of the African
Development Bank Group.
ONLY APPLICANTS WHO ALREADY HAVE THE
RIGHT TO LIVE AND WORK IN KENYA WILL BE CONSIDERED FOR THIS POSITION.
THE BANK DOES NOT SUPPORT APPLICATIONS
FOR WORK PERMITS AND RELOCATION.
Duties and Responsibilities
Under the overall direction of the
Director, EARC and the direct supervision of the Regional Program
Officer or any other officer designated by the Director EARC, the Senior Program Assistant (SPA)
will contribute to the operational effectiveness and efficiency of the EARC through support to the
professional staff.
Officer or any other officer designated by the Director EARC, the Senior Program Assistant (SPA)
will contribute to the operational effectiveness and efficiency of the EARC through support to the
professional staff.
He/She will contribute to the
establishment of good working relations between the Bank, its staff and the
host country authorities as well as provide general administrative support to
EARC in designing and preparing various administrative documents in keeping
with the Bank’s policies and guidelines.
The specific duties and
responsibilities of the position include the following:
- Collect and analyze as required, data on projects,
programmes and studies, concerning the project cycle, loan/grant
administration and project management, and prepare preliminary reports
thereon as well as provide technical assistance to staff for the entry of
such data in the SAP system when required.
- Participate in the analysis and resolution of problems
highlighted in the Outliers & Exceptions Reports (or any other
portfolio monitoring report) with respect to projects and programmes in
the EARC region. Coordinate the preparation of reports thereon for the
attention of the Regional Program Officer and the Regional Director EARC.
- Initiate and Follow-up on the processing of Travel
Missions and related claims related for all the operational staffs and ensure
timely approval.
- Assist in the preparation of the EARC Work Program and
Administrative Budget; regularly prepare budget and work programme
execution reports highlighting any potential issue for the attention of
the Regional Director.
- Contribute as required to the preparation of the EARC
annual report;
- Maintain and monitor consultants’ shortlists, letter of
invitations, contracts, correspondence letters, performance evaluations,
summary data sheets, invoices and payment records and travel missions including
SAP processing in line with the existing Bank rules/ procedures.
- Serve as Events Management Officer: Coordinate support
staff teams working on such events including workshops, trainings,
seminar, etc. organized by or at the EARC. The incumbent will also manage hotel
bookings and transfer arrangement for all visiting missions and
participate in negotiating with hotels, travel agencies, caterers and
similar facilities for annual corporate rates to ensure the Bank is
offered competitive rates;
- Occasionally assist the Communications Officer with
external and media relations;
- Performs any other duties as may be requested by the
EARC.
Selection Criteria (including
desirable skills, knowledge and experience):
- A minimum of a Bachelor’s degree or its university
equivalent in Business Management, Commerce, Administration, Communication
or related discipline, preferably supplemented with courses in business
administration, Finance, projects management, office management or
secretarial training
- At least six (6) years’ relevant professional
experience in administration preferably in a large organization.
- Analytical skills, with strong numerical ability, and
attention to detail. Good budgeting and planning skills will be highly
desirable.
- Fully proficient computer skills and use of software
such as Word, Excel and Power Point.
- Practical knowledge of SAP will be an advantage
- Good communication skills in English or French with a
working knowledge of the other language.
- Good understanding of the functions, organization and
procedures of the Bank. Ability to demonstrate considerable initiative.
Effective research and problem solving skills.
- Excellent organizational skills. Ability to prioritize
own work program. Ability to deliver assignments in a timely and efficient
manner.
- Very good interpersonal skills. Ability to establish
and maintain effective working relations in a multicultural environment.
- Commitment to continuous learning and proactive and
mature attitude towards self development.
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 fully complete the online 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, AfDB, 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.
How to apply
