Operations Assistant Job in Kenya

Industry:
Banking

Location: Nairobi

 

Our client, a Multilateral
Development Bank, is seeking to recruit an Operations
Assistant. Under the guidance and general supervision of the
Regional Sector Manager, the successful candidate will be responsible for
providing operational support to the Manager and Task Managers. The candidate
will also be supporting the Division in implementing and monitoring the
portfolio quality and performance, including technical administrative support
in specific areas such as mission preparation, procurement, and disbursement as
well as oversight on the portfolio quality.

 

Responsibilities

• Work closely with the Department Programme coordinator and
  RDGE Delivery team to maintain an updated excel list of agriculture
  projects pipeline (at least 3 years rolling list) specifying their
  processing schedule from identification to Board approval, synchronizing
  with AHAI and RDGE Indicative Operations Programme (IOP)


• Work closely with Task Managers to ensure the realization of
  the Division key performance indicators (KPIs) sector in terms of
  portfolio quality and performance, and business delivery.


• Follow up with Project coordination units on timely
  submission of disbursement requests, cancellation of loan and grant
  balances as due, extension or completion date and loan disbursement
  deadline in SAP, etc.


• Keep a monthly and quarterly list of planned and realized
  missions – with emphasis on preparation, appraisal, launching,
  supervisions, MTR, completion; and ensure that the relevant reports
  (Aide-Memoires, back to office reports, Implementation progress reports,
  project completion reports, etc) are submitted timely and filed.


• Follow up on loans and grants creation in SAP for new
  approvals (within 2 days from approval date), loans and grants agreement
  signature, entry into effectiveness and timely first disbursement for new
  operations.


• Creation of Business Partners in SAP (Ministries, Executing
  Agencies, Implementing Entities, Suppliers, Consultants).


• Ensure creation of contracts in SAP – in single or multiple
  currencies, with lots, competitive or direct negotiations


• Process reallocation of funds with disbursement categories in
  SAP (works, services, goods, miscellaneous, operation cost), creation of
  disbursement requests on Trust Funds (SAP Trust Fund Management System
  (SAP-TFMS)


• Compile and maintain an update portfolio database of the division
  (lending and non-lending operations, trust funds, special initiatives,
  co-financing).


• Work with Task Managers to ensure regular and timely
  supervision and completion reporting of all agricultural operations in the
  region.


• Report on accuracy and completeness of TFMS (Trust Fund
  Management System), SAP (System Applications and Products), BPPS
  (Bank-Wide Program Processing Schedule) & SRAS (Strategic Resources
  Assessment Software) data.


• Prepare and monitor the implementation of the division
  administrative budget and determine/recommend allocation of funds when
  necessary.


• Assist with recruitment of consultants, initiate SAP
  processing of their contracts, prepare service orders, process their
  payments and follow them up with the Accounting and Treasury units
  concerned.


• Coordinate matters with the Corporate IT Services Department
  (CHIS), if necessary, for all issues relating to the SAP / BPPS / ATRS /
  SRAS/ TFMS system and other information technologies; play the role of SAP
  resource person in the division and the department; provide technical
  assistance to the staff in the use of SAP.


• Participate in weekly division meetings and prepare minutes
  and correspondence as requested.


• Perform any other tasks requested by the Team.

 

Competencies (skills, experience, and knowledge):

• Hold a minimum of a bachelor’s degree, in public
  Administration, Management, Information Technology or related field.


• Have a minimum of five (5) years of progressively
  relevant and practical experience, in an international organization.


• Working knowledge and practical experience with the systems
  (SAP / BPPS / ATRS / SRAS and TFMS) and Operations Manual of the African
  Development Bank.


• Ability to work as part of a team and providing support to
  other team members where needed.


• High integrity and accountability in all aspects of portfolio
  management and programme implementation.


• Professional approach: a good grasp of the Bank’s
  organizational functions and procedures; self-control and a commendable
  personality.


• Excellent organizational, and communication skills.


• Able to work under pressure in the dynamic setting of an
  international and multicultural setting.


• Handling speedily and efficiently internal and external
  requests.


• Knowledge of administration duties.


• Excellent written and verbal communications in English or
  French, with a working knowledge of the other language.


• Competence in the use of standard Microsoft software (Word,
  Excel, Access, PowerPoint).


• Knowledge of SAP will be an asset.

 

THIS POSITION DOES NOT ATTRACT INTERNATIONAL TERMS
AND CONDITIONS. THE POST HOLDER WILL BE CONSIDERED AS A LOCAL STAFF AND WILL
NOT HAVE INTERNATIONAL TERMS AND CONDITIONS OF EMPLOYMENT.

 

The successful candidate will
be working full-time from the Bank’s offices on short term contract usually for
an initial period of 3 months. The contract may be renewed based on
satisfactory performance, continued need for the role and/or budget
availability to support associated costs.

 

To apply, submit your application on our ATS
at ats.flexi-personnel.com by
16th June 2023 under the Operations
Assistant job posting.

All applicants are advised to adhere to application
guidelines for consideration. Only shortlisted candidates will be contacted.

NB: Flexi Personnel does not charge candidates for
job placement.