- Grade: GS-8
- Position N°: NA
- Reference: ADB/11/169
- Publication date: 24/10/2011
- Closing date: 20/11/2011
Objectives
The main objectives of the position include:
- Making a contribution to efforts at implementing the Section’s work programme, including providing technical support in specific domains such as organizing conferences and meetings organized by the Bank both within and outside the Bank, computer support, organizational assistance, the monitoring of meetings held by the board and subsidiary bodies as well as events organized by the Bank ;
- Centralize, verify and insert information on events for updating in the new board web page (E-Board) and on the Bank’s web site ;
- Contribute to efforts at finalizing meeting rooms’ allocation et compile statistics concerning the section’s indicative volume.
Duties and responsibilities
Under the supervision of the SEGL.C supervisor, the incumbent will be in charge of logistical and physical aspects of conferences and meetings. He/she will, among others:
- Work in close collaboration with the conference and events management officers;
- Collect, consolidate and update the Bank’s calendar of the events; this implies a direct coordination with all project officials in various departments involved;
- Create on the SAP system (Production) all the missions relating to events organized by the Bank, in particular, the Annual Meetings approved by the Secretary-General, and the Bank’s Board of Directors;
- Provide administrative, logistic and technical support for formal and informal meetings of the Boards of Directors, Annual Meetings and all official meetings organized within and outside the Bank;
- Supervise the preparation of name plates for the Board of Governors and its subsidiary organs for the Board of Directors and all events organized by the Bank;
- Coordinate the preparation of table plans for the President of the Bank and any other Chairs of meeting held by the Board of Directors, Governors and other committee meetings such as the GCC, CODE, AMBD, CAHR, AUFI, etc.;
- Follow-up with CIMM and CGSP departments on the purchase, installation and functioning of computer equipment installed in meeting rooms for projections, videoconferences and PowerPoint presentations, in particular, in meeting room of the Bank’s Boards of Directors;
- Assist with negotiations of discounted rates and bulk services with service providers (hotels and restaurants etc.) for Bank-wide events on an annual basis;
- Assist the events management officer, where necessary, with the provision of services within or outside the Bank;
- Keep in touch with CIMM on SAP related issues and other aspects of computer technology, in particular, with regard to the processing and monitoring of Board documents;
- Attend meetings, produce reports and ensure they are approved and distributed at the right time;
- Produce statistics on indicative volumes of meetings organized within and outside the Bank;
- Accomplish any other tasks assigned by the Secretary General or the immediate superiors.
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
- At least a Bachelor’s degree in International Relations, Communications, Political Science or its equivalent;
- A minimum of 6 years of relevant professional experience, of which 3 years at an international institution like the Bank;
- Good knowledge of policies and work procedures of institutions such as the Bank and its Boards;
- Integrity and strong interpersonal skills;
- Ability to communicate and write effectively in English and/or French, with good working knowledge of the other language;
- Competence in the use of standard software used in the Bank such as Outlook, Word, Excel, PowerPoint; A practical knowledge in SAP.
Document download
Conference Assistant - General Secretariat Conference Services Section (260 KB)
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Conference Assistant - General Secretariat Conference Services Section
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