Team Assistants At African Development Bank – AfDB [APPLY NOW]

• Under the overall administrative authority of the Director General for the Nigeria Country Department (RDNG) and the day-to-day direct supervision of the Administrative and Finance Officer the main responsibilities of the Team Assistants will be:

TEAM ASSISTANT 1

• • Provide administrative support, including preparation of administrative and budget forms, minute-taking, and processing requests in SAP.
  • Process mission documents in SAP CONCUR including travel requests, per Diems, tickets, and claims for staff and consultants.
  • Be conversant with the Dacon application and assist with data entry in SAP relating to the procurement/hiring of consultants.
  • Internal and External Meetings: Handle meeting logistics and requirements such as room allocations, hotel reservations; refreshments; participants’ reception/registration, etc., and notify other relevant colleagues.
  • Store Management: Periodic stock requisition of office supplies and proper management of the office stores in line with provided guidelines.
  • Initiate and process payments related to the procurement of goods and services via the Bank’s payment system i.e., SAP MM (Purchase Requisitions, Service Entry Sheet, Goods Received Notes), and receive, scan, and submit in the Bill Tracking System (BTS) all financial documents for payment processing and maintain proper filing management system.
  • Assist in managing and monitoring service providers’ contracts.
  • Maintain office imprest and submit monthly reconciliation reports for petty cash in SAP.
  • Back up for the Executive Assistant to the Director-General in case of absence from office
  • All other administrative duties as assigned by the Supervisor.

TEAM ASSISTANT 2

• • Correspondences: (i) Draft, type, and dispatch memoranda, acknowledgment letters, and responses to correspondence, and follow-up with relevant staff members (ii) Prepare letters for dispatch that is, scanning, photocopying, binding bulk documents, addressing, and filing and distribution of mail and documents within the office with the proper filing system.
  • Record Keeping: Track incoming physical correspondence, digitize, and process these through the existing Bank systems.
  • Vehicle Fleet Management: Manage and Assign office vehicle fleet for official use; ensure effective log management practice and vehicle maintenance (servicing & fuel) routine.
  • Institutional Procurement: Prepare and process procurement documents, and requisition of office supplies in line with the Bank’s procurement guidelines.
  • Assist in managing and monitoring service providers’ contracts.
  • Coordinate travel (flight booking) and accommodation arrangements for Bank Senior Management, Staff, and Consultants missions through the Bank’s system.
  • Provide required logistic support at the workshop venue; materials; payments to participants and reconciliation of accounts etc.
  • Internal and External Meetings: Handle meeting logistics and requirements such as room allocations, hotel reservations; refreshments; participants reception/registration, etc. and notify other relevant colleagues.
  • Back up for the Executive Assistant to the Director-General in case of absence from office
  • All other administrative duties as assigned by the Supervisor.