Administrative Assistant-Telecoms - Client Service Division

Position title: Administrative Assistant-Telecoms - Client Service Division

Grade: GS7

Position N°: 50000611

Reference: ADB/12/071

Publication date: 10/04/2012

Closing date: 06/05/2012

Objectives

To manage the administration (includes budgeting, billing/recovery, analysis and reporting, liaison/coordination with service providers, documentation, investigations and other related duties) of the Bank’s telecommunication system.

Duties and responsibilities

Under the supervision of the Division Manager, the incumbent’s responsibilities are:

Plan and implement the administration of telephone services for the Bank

Process requests for assignment of mobile telephones, coordination of handset allocation and delivery; Review monthly invoices from service providers and ensure accuracy before processing payments; prepare memo’s and/or emails to staff members assigned mobile phones for confirmation of private calls; Monthly billing and recovery of private calls made by staff on official fixed and mobile phones.

Staff Telephone Directory

Maintain the Bank’s telephone directory and the executive directories. Generate quarterly reports for sending to PRST and updating on the internet. In addition maintain updated list including: Directory of Executive Directors; Directory of VPs; Directory of Directors/heads of departments; Directory of Managers and Units heads Directory of Principal Officers reporting to the President; Director of Resident representative Officers etc.

Information Technology - Telephone Billing System

Review the billing system database on a monthly basis and ensure that all phone lines are properly assigned to users and all Bank organizational codes are appropriately identified without errors or duplication; Ensure that Field Offices’ telephone billing system is operational and all calls are captured in the database; Follow up any identified issues with RSI, Canada or any other service provider that may be selected by the Bank for telephone service outsourcing

Analysis and reporting

Design automatic monthly reporting on the telephone billing system and also make necessary adjustments on the reports as may be required from time to time on telephone usage and costs; Prepare quarterly report for dispatch to Directors and Vice Presidents on the telephone consumption of staff in their departments and complexes.

Coordination with Service Providers

Take responsibility for coordination of the relationship with telephone service providers in order to ensure that agreed SLAs are respected and that the Bank enjoys good quality services. This will include (but not limited to) mobile, satellite and fixed line service providers for the Head office and liaising with field office telecommunications assistants on any issues related to the local service providers.

This Position Does Not Attract International Terms and Conditions

(The incumbent of the position will be considered as local staff and will therefore not have international status)

Selection Criteria

Including desirable skills, knowledge and experience

A minimum of a Bachelor’s degree, BAC+4, Maîtrise or its equivalent in any discipline.

A minimum of five (5) years of practical working experience.

Excellent written and verbal communication skills in English and/or French, with a good working knowledge of the other language.

Competence in the use of Bank standard software (Word, Excel, Access and Power Point), knowledge of SAP or other ERP system would be an added advantage; excellent levels of initiative, enthusiasm and team spirit, and interpersonal skills.

Submitted by: Mohamed YOUSSOUF, Division Manager, CHRM.1

Approved by: Gemina ARCHER-DAVIES, Director, CHRM

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 an online application, and attach a comprehensive Curriculum Vitae (CV). The AfDB President 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: www.afdb.org/jobs