African Development Bank Group Administrative and Finance Assistant Job Vacancy

The African Development Bank office in Nairobi (KEFO) has been established to strengthen dialogue between the Bank and Government, 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.

KEFO invites applications from suitably qualified candidates to fill the following vacant position. This is a local position, and posting will be in the Kenya Field Office (Nairobi) of the African Development Bank Group.

Administrative and Finance Assistant (General Service Category)

Under the overall administrative authority of the Resident Representative and on daily supervision by the Administrative and Finance Officer, the Finance and Administrative Assistant will undertake to implement the KEFO’s administrative services including accounting and budgeting, human resources activities and supervision of use of office facilities and resources.

He/she wilt carry out effective recording, control and management of Bank resources, the Office’s operational activities in keeping with the Bank’s policies and guidelines.

Duties and Responsibilities

Budget preparation and implementation:

• Assist the Finance and Administrative Officer in drawing up the administrative budget of the Bank’s Office following the schedule set by the Budget Department while taking into account the particular investment needs of the Office;
• Assist the Finance and Administrative Officer in recording, up-dating and monitoring expenditure in accordance with the Bank’s internal control rules and procedures
• Report periodically on the status of budget implementation and propose possible revisions.
• Assist the Finance and Administrative Officer in establishing procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of Bank resources.
• Assist the Finance and Administrative Officer in proposing advise to management on methods to improve control environment in the Field Office

Finance and Accounting

• Ensure timely payments of all bills for KEFO
• Process for payment and maintain individual staff mission expenditure; advances and balances
• Keep and maintain daily updates of alt the required Field Office books of accounts, records, inventory and files in order, and alt financial transactions captured and entered in SAP
• Produce for review by the Finance and Administrative Officer and final approval of the Resident Representative, all the Office monthly financial and budget execution reports
• In collaboration with the Finance and Administrative Officer, undertake timely preparation and verification of reports, statements and schedules for auditing of the Country Office activities

Human Resources Management

• Keep all staff records up-dated
• Up-date and submit monthly reports on personnel management
• Assist the Finance and Administrative Officer to manage office staff benefits in accordance with the Human Resources policy and instructions in force

General Administration: institutional procurement of goods and services and Management of property and equipment

• Undertake procurement of goods and services in keeping with the Bank’ rules and procedures
• Assist the Finance and Administrative Officer in preparing and monitoring service providers’ contracts
• Keep stock of Office supplies and inventory of Bank property and equipment
• Ensure the quality of Bank facilities in Kenya, including workspaces, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities according to Bank standards
• Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services;
• Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities
• Proper management and control of office stores and petty cash
• Ensure administrative support to all the Field Office staff and bank’s visiting mission as required
• Ensure that proper filing is undertaken in the Field Office;
• Ensure that proper control mechanism and segregation of duties are in place, and that Bank procedures are fully implemented.

Selection Criteria (including skills, knowledge and experience required)

• At least a Bachelor’s degree in Business Administration, Accounting, and/or Finance; combined with membership to an internationally recognized professional accounting body (e.g. CA, CPA, ACCA) with knowledge and experience in administrative; financial accounting and full range of office support work, with a high level of sustained performance
• At least five years of relevant work experience and experience in a similar post in a multilateral organization will be considered an advantage
• Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems
• Strong interpersonal and verbal communication skills
• Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups
• Competence in the use of Bank standard software (SAP, Word, Excel, Access, MS Projects and PowerPoint)
• Strong written and verbal communication skills in English. Knowledge of French will be considered an advantage.

Terms of Employment

Three years on a fixed-term contract with possibilities of renewal based on performance.

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: jobs@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 http://www.afdb.org/jobs

Please send your application and CV not later than 5:00 pm - 3rd March 2011