African Development Bank Senior Program Assistant Job in Nairobi Kenya

Vacancy Announcement N° ADB/13/088
 
Position: Senior Program Assistant  
Grade: GS 8  
Closing Date: 30th June 2013
 
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. 
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