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26 Feb 2016

Africa Capacity Job Vacancy : Bilingual Administrative Assistant

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Position:Bilingual Administrative Assistant
Department: Operations, West and Central Africa
Grade: LS-5
Type of Contract: Temporary Appointment
Duty Station: Accra, Ghana
Deadline: Thursday, March 10, 2016

The African Capacity Building Foundation (ACBF) was established in 1991 to build sustainable human and institutional capacity in support of Africa’s development. The Foundation’s goal is to improve the lives and prospects of people throughout the African continent. ACBF supports capacity development in Africa through grants making, knowledge sharing and technical assistance to countries and regional and sub-regional organizations. ACBF’s approach to capacity development focuses on addressing capacity needs and gaps as well as on stakeholder ownership of interventions, project and program sustainability and synergy of interventions with other development funding institutions.

The African Capacity Building Foundation (ACBF), in partnership with the African Development Bank (AfDB) is implementing the African Governance Outlook Project (AGO) with a focus on financial governance in Africa. The project is currently being implemented in 10 countries.

The Foundation, seeks to recruit a Bilingual Administrative Assistant to support the day-to-day coordination of the project implementation.

1. Provide bilingual administrative assistance to staff members of the project ensuring coherence of programme work and activities. Remind Supervisor of deadlines and maintain a follow-up system.
2. Provides information and documentation on specific stages of projects activity implementation.
3. Initiate and process different transactions, including completing necessary forms, obtaining approvals and following up with concerned parties on the receipt of funds, deliverables and finalization of payments.
4. Provide administrative support including drafting, reviewing and dispatching of correspondence, reports, documents, etc, independently compose and finalize correspondence of administrative nature and draft interim replies and presentations as guided by supervisor.

5. Organize the travel arrangements for staff members and consultants of the project, including raising travel requests, visa applications, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of Statement of Expenses (SOEs).

6. Facilitate logistical arrangements for project meetings/workshops, draft budget for meetings, compile and process all necessary documentation, organise travel
arrangements for participants, follow up on travel claims and complete logistical and financial arrangements.

7. Receive, screen and log all incoming and outgoing correspondence, search for
information and attach background, if needed, take minutes of in meetings, update and maintain unit filing system (paper based, electronic and database of all project records and files.).

8. Ensure that staff members in the project have required office supplies to perform their duties, and provide other duties as required.
Selection Criteria

Selection will be on a competitive basis and the following qualifications, experience and competencies are required;
Education: A minimum of a Bachelor’s degree in Business or Public Administration, Social Sciences from an accredited institution. Specialised Secretarial training would be desirable.
Experience: At least five years’ of progressive and relevant project support and/or administrative experience is required. Experience in usage of Microsoft office software packages and knowledge of spreadsheet and database packages.
Very good knowledge of English and French languages (written and spoken).

Core Comptencies
• Planning and organising
• Teamwork and collaboration
• Communication
• Respect for organisational,intercultural and ethical values
• Learning and Innovation

Functional Skills and Knowledge:
• Ability to handle large volumes of assignments accurately and thoroughly while balancing multiple agendas.
• Ability to translate documents from English to French and vice versa
• Good filing and organising, work planning and scheduling skills
• Excellent time management skills

How to Apply

Applications, quoting the reference “Bilingual Administrative Assistant /05/16,” including curriculum vitae with three (3) referees should be received at the address below by 10th March 2016
  • The Human Resources Manager The African Capacity Building Foundation P.O. Box 1562 HARARE, Zimbabwe
  • E-mail: [email protected]
Only candidates under serious consideration will be contacted. The Executive Secretary reserves the right to appoint a candidate at a lower level. This position is open to nationals of Ghana and other nationals with valid Ghanaian work permit. Qualified female candidates are strongly encouraged to apply. ACBF is a smoke-free environment.

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