Objectives
The main objectives of the position are to provide a wide range of assistance to the Secretary to the Sanctions Appeals Board for the implementation of its work program, including workflow management, office administration, and resource management.
Duties and responsibilities
Workflow management
Devise and maintain efficient office systems.
Track and follow-up on documents, draft letters and memoranda, monitor incoming emails, deal with faxes and general correspondence and briefs.
Ensure secure filing of sensitive and confidential information and put in place an efficient management of these files.
Proof reading of translated documents to ensure comparability with the original texts.
Office Administration
Organize and attend to multiple meetings, appointments, luncheons and events to ensure that responsible management is well prepared.
Arrange travel, visa and accommodation for the staff of the secretariat of the Sanctions Appeals Board, the Secretary to the Sanctions Appeals Board and the members of the Sanctions Appeals Board.
Handle internal and general public enquiries in administrative matters; screen telephone calls from within the bank and from external collaborators, and handle them as appropriate; welcome and look after visitors; organize and maintain electronic diaries and make and follow-up on appointments.
Provide assistance to the staff members of the SABS and the members of the SAB.
Provide general administrative support for the division by liaising with the Human Resources Department (CHRM), the IT Department (CIMM), the Accounts Department (FFCO), the Budget Department (COPB) and the General Service and Logistic Department (CGSP) in respect of office accommodation, allocation of office furniture and equipment and supplies as allocated to the division. Requests for repair and maintenance work and follow-up to ensure that such work has been satisfactorily carried out.
Initiate and prepare various administrative documents and forms, such as staff and consultants lists, staff and consultants travels and staff absences (annual leave, home leave, excuses absence, and maternity leave), as well as statistical data on staff, as required.
Resource Management
Assist the Secretary to the Sanctions Appeals Board in issues concerning resources such as administrative budget; monitor and review expenses, and bring issues to the attention of management.
Participate in the preparation of the annual budget and reporting by inputting data in SRAS and monitoring thereof.
Participate in the monitoring and update data on Work Program and Key Performance Indicators.
Manage systems; create and process expense reports in SAP.
Be conversant with DACON applications and procurement rules in regard to hiring of consultants.
Analytical Work
Produce documents, briefing papers, reports, spreadsheets and presentations.
Take notes at meetings, write letters, and prepare minutes as requested.
Assist where applicable with the programming of operational activities by using the appropriate software.
Problem Solving:
Liaise internally with the Integrity and Anti-corruption Department (IACD), the Department of Acquisitions (ORPF), the Legal Department (GECL), the Sanctions Office (SANO) and all other staff members.
Liaise with the secretariat of the Sanctions Board of other International Finance Institutions (IFIs) such as, the World Bank Group (WBG), the Inter-American Development Bank Group (IDB), the Asian development Bank (AsDB) and the European Bank for Reconstruction and Development (EBRD).
Liaise with the Chairperson and the members of the Sanctions Appeals Board and organize their missions.
Carry out research on legal matters related to the work of the Division.
Assist the Secretary to the Sanctions Appeals Board on the preparation of files, notes, PowerPoint presentations to the Chairperson and the members of the Sanctions Appeals Board.
Carry out all other assignment as requested by the Secretary to the Sanctions Appeals Board.
Selection Criteria
Including desirable skills, knowledge and experience
A minimum of Bachelor’s degree in Law or related discipline, preferably supplemented with courses in secretarial training/administration office management.
Preferably a minimum of five (5) years of progressively relevant and practical experience, in an executive office, preferably in an international organization.
Good budgeting and planning skills will be highly desirable.
Outstanding ability to deal with secretarial work.
Strong customer service skills, good organizational skills, ability to multitask, attention to details and ability to work with a diverse workforce.
Exercise the greatest discretion in handling confidential information.
Bilingual, excellent written and verbal communication skills in English and French.
Competence in the use of the Banks’ standard software (SAP, Microsoft Word, Excel, PowerPoint and Access). Good typing skills are highly desirable with strong initiative and interpersonal skills with, high enthusiasm and good team spirit.
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