Industry: Banking
Location: Nairobi
Our client, a Multilateral Development Bank, is seeking to recruit an Operations Assistant. Under the guidance and general supervision of the Regional Sector Manager, the successful candidate will be responsible for providing operational support to the Manager and Task Managers. The candidate will also be supporting the Division in implementing and monitoring the portfolio quality and performance, including technical administrative support in specific areas such as mission preparation, procurement, and disbursement as well as oversight on the portfolio quality.
Responsibilities
- Work closely with the Department Programme coordinator and
RDGE Delivery team to maintain an updated excel list of agriculture
projects pipeline (at least 3 years rolling list) specifying their
processing schedule from identification to Board approval, synchronizing
with AHAI and RDGE Indicative Operations Programme (IOP)
- Work closely with Task Managers to ensure the realization of
the Division key performance indicators (KPIs) sector in terms of
portfolio quality and performance, and business delivery.
- Follow up with Project coordination units on timely
submission of disbursement requests, cancellation of loan and grant
balances as due, extension or completion date and loan disbursement
deadline in SAP, etc.
- Keep a monthly and quarterly list of planned and realized
missions – with emphasis on preparation, appraisal, launching,
supervisions, MTR, completion; and ensure that the relevant reports
(Aide-Memoires, back to office reports, Implementation progress reports,
project completion reports, etc) are submitted timely and filed.
- Follow up on loans and grants creation in SAP for new
approvals (within 2 days from approval date), loans and grants agreement
signature, entry into effectiveness and timely first disbursement for new
operations.
- Creation of Business Partners in SAP (Ministries, Executing
Agencies, Implementing Entities, Suppliers, Consultants).
- Ensure creation of contracts in SAP – in single or multiple
currencies, with lots, competitive or direct negotiations
- Process reallocation of funds with disbursement categories in
SAP (works, services, goods, miscellaneous, operation cost), creation of
disbursement requests on Trust Funds (SAP Trust Fund Management System
(SAP-TFMS)
- Compile and maintain an update portfolio database of the division
(lending and non-lending operations, trust funds, special initiatives,
co-financing).
- Work with Task Managers to ensure regular and timely
supervision and completion reporting of all agricultural operations in the
region.
- Report on accuracy and completeness of TFMS (Trust Fund
Management System), SAP (System Applications and Products), BPPS
(Bank-Wide Program Processing Schedule) & SRAS (Strategic Resources
Assessment Software) data.
- Prepare and monitor the implementation of the division
administrative budget and determine/recommend allocation of funds when
necessary.
- Assist with recruitment of consultants, initiate SAP
processing of their contracts, prepare service orders, process their
payments and follow them up with the Accounting and Treasury units
concerned.
- Coordinate matters with the Corporate IT Services Department
(CHIS), if necessary, for all issues relating to the SAP / BPPS / ATRS /
SRAS/ TFMS system and other information technologies; play the role of SAP
resource person in the division and the department; provide technical
assistance to the staff in the use of SAP.
- Participate in weekly division meetings and prepare minutes
and correspondence as requested.
- Perform any other tasks requested by the Team.
Competencies (skills, experience, and knowledge):
- Hold a minimum of a bachelor’s degree, in public
Administration, Management, Information Technology or related field.
- Have a minimum of five (5) years of progressively
relevant and practical experience, in an international organization.
- Working knowledge and practical experience with the systems
(SAP / BPPS / ATRS / SRAS and TFMS) and Operations Manual of the African
Development Bank.
- Ability to work as part of a team and providing support to
other team members where needed.
- High integrity and accountability in all aspects of portfolio
management and programme implementation.
- Professional approach: a good grasp of the Bank’s
organizational functions and procedures; self-control and a commendable
personality.
- Excellent organizational, and communication skills.
- Able to work under pressure in the dynamic setting of an
international and multicultural setting.
- Handling speedily and efficiently internal and external
requests.
- Knowledge of administration duties.
- Excellent written and verbal communications in English or
French, with a working knowledge of the other language.
- Competence in the use of standard Microsoft software (Word,
Excel, Access, PowerPoint).
- Knowledge of SAP will be an asset.
THIS POSITION DOES NOT ATTRACT INTERNATIONAL TERMS
AND CONDITIONS. THE POST HOLDER WILL BE CONSIDERED AS A LOCAL STAFF AND WILL
NOT HAVE INTERNATIONAL TERMS AND CONDITIONS OF EMPLOYMENT.
The successful candidate will
be working full-time from the Bank’s offices on short term contract usually for
an initial period of 3 months. The contract may be renewed based on
satisfactory performance, continued need for the role and/or budget
availability to support associated costs.
To apply, submit your application on our ATS
at ats.flexi-personnel.com by
16th June 2023 under the Operations
Assistant job posting.
All applicants are advised to adhere to application
guidelines for consideration. Only shortlisted candidates will be contacted.
NB: Flexi Personnel does not charge candidates for
job placement.
