The (Senior) Administrative Assistant will provide administrative assistance to the Head of Division and other colleagues in the team with the objective of contributing to the efficiency and performance of the team’s overall activity.
Operating Network:
The (Senior) Administrative Assistant will report to the Head of Division and will work in close cooperation with the other divisional assistant and with all members of the Division (Loan officers) as well as interface with other Divisions in the Department, other Departments and Directorates.
Accountabilities:
Lending process:
Handle the administrative coordination of the whole lending procedure (monitoring of deadlines, organization of meetings, appointments and business trips for the various members of the Division)
Prepare briefing papers for meetings and business trips
Assist the Loan Officers during the lending process and, as appropriate, in the follow up of projects (in close coordination with the other Directorates participating in the process)
Finalize, distribute and file documents and reports prepared by the staff of the Division
Handle telephone contacts with clients and follow information flow, in particular while Division staff members are on mission
Assist Division staff in updating and organizing contacts
Optimization of operating tools and working methods:
Keep statistics and work plan up to date; monitor that procedures are followed during the lending process; input data in the loans database in view of the preparation of reports and statistics on the Bank’s activity in the country covered by the Division
Teamwork:
Cooperate with the other Assistants and members of the Department; when appropriate train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within the Division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives
Qualifications:
Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field
At least 3 years of relevant professional experience in providing administrative support
Strong sense of responsibility and initiative and good organisational skills
Ability to work accurately under pressure, to meet deadlines and priorities; work with flexibility and availability
Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)
Excellent knowledge of written and spoken English as well as a good command of French(*). Knowledge of Portuguese will be considered as a distinct advantage.
