Analyst, Regional Operations (FWAF Regional Office)

The main focus of this position is to proactively engage the Bank’s stakeholders in the Region in the Region on an individualized basis to follow up on all protocol, administrative and representation activities. This will help to improve the penetration of Bank Mandate and image in the region and offer a focal point to engage on protocol related matters.

The role is supposed to help the Bank to achieve its mission “stimulating a consistent expansion of and diversification of African trade so as to rapidly increase Africa’s share of global trade, while operating as a first class, profit oriented, socially responsible financial institution and a centre of excellence in African trade matters” by developing providing professional office management and administrative support services to ensure the FWAF Regional Office operates in an effective and efficient manner.

Reporting to the Regional Chief Operating Officer, the job holder is responsible for providing a range of Administrative, secretariat and business support services, to the Regional Chief Operating Officer, as well as acting as liaison officer supporting all representation duties from a protocol management standpoint. For the oversight of Business Development, the resource will perform monitoring activities for the Region to ensure proper reporting (business analytics, the implementation of business plans, client account plans and strategies, calls reports, monthly performance reports).

Key responsibilties:

1. Personal Assistant to RCOO

• Serve as the Personal Assistant to the RCOO and provide a range of administrative, secretarial and clerical support to the RCOO.
• Organize the RCOO diary, keeping notes, correspondence, scheduling meetings, assisting with RCOO travel and meeting logistics, collating and filing expenses, taking dictation and minutes, carrying out background research and presenting findings, organizing and attending meetings, ensuring the RCOO’s well prepared for meetings, preliminary drafting of correspondences on the RCOO behalf.
• Act as focal point when dealing with correspondence and phone calls, taking notes and sending emails on behalf of the RCOO. Organize the RCOO personal commitments including travel and others
• Perform monthly review of performance and organization of performance discussion with the Team on key actions to take for performance improvement

2. Workflow coordination and communication

• Coordinate Branch workflow and communication as needed among branch staff, headquarters and other external parties including Bank clients and outside service contractors.
• Respond to miscellaneous requests for information

3. Documentation

Research resource materials / compile data, draft, edit, proofread, desktop publish, revise, finalize, disseminate branch correspondences, memorandum, documents, publications, presentations, reports, term sheets, standard holding letters for facilities applications, proposals, and other required materials. Take minutes and records for branch meetings and events.

4. Records and Filing System

Implement and maintain a branch standardized filing, indexing, archiving and document management system for both hard copies and electronic records for all business-related files in accordance with the Bank's records management policies and procedures. Implement a document workflow process for the branch to avoid backlog so that all generated documents are filed properly and scanned into electronic form within a given time frame.

5. Reporting

Prepare Branch reports and exchange of documents with head Office

6. Performance Tracking

Track and report all aspects of the Southern Africa Regional Office Strategic Objectives and Initiatives and actively follow up with Officers, where necessary

7. Marketing Plan

Assist with information needed for the preparation of annual Regional Strategic and Marketing Plans derived from the Bank's Strategic Plan for Management's Approval,

8. Business Support

Provide Support for Business Development Activities of the Region by providing a range of administrative, secretarial and clerical support to Client Relations, Business Units and other Branch Officers as may be required. Taking minutes of regional business development meetings, reminding managers/executives of important tasks and deadlines, typing/compiling/preparing presentations and correspondence for business development purposes, managing databases and filing systems, meeting and greeting visitors at all levels of seniority, producing documents, briefing papers and presentations, liaising with clients, suppliers and other staff.

9. Resource Centre

Set up and maintain a branch library in liaison with HQ Knowledge Manager as well as storing up to date relevant Bank marketing materials and publications required for distribution at various events. Avail required materials for road shows and other Branch events.

10. Office Support Services

• Front Desk Management - Oversee the management of the Branch reception (front desk) and switchboard activities to ensure a professional picture of the Bank is portrayed. Supervise the receptionists/operators. Ensure service levels are in place and maintained. Ensure up-to-date contact databases are maintained.
• Guest Management - Implement a guest management system, ensure incoming delegations are appropriately received and treated.
• Events Management - Coordinate logistics of Branch on-site and off-site events, meetings, conferences, road shows, business promotion events, cocktails, lunches, dinners etc. including making appropriate travel arrangements, accommodation, catering, airport transfers, VIP clearances etc and informing concerned staff of the same in advance.
• Meeting Management - Implement a professional Branch meeting room reservation and management system. Ensure meeting rooms are always ready and available for use and professionally setup.
• Mail management - Implement a professional and efficient mail, courier and faxes management system ensuring timely mail collection, inspection, logging, dispatch and tracking. Manage service provider relations.
• Branch Travel Management - Coordinate Branch corporate travel activities ensuring full, prompt, professional, accurate and expert international corporate travel services to Branch officials and delegations; Ensure compliance and consistent application of the Bank Corporate Travel Management Policies and Procedures Manual. Retail Travel Agency and manage their performance and SLA; Make air, road, water, and train bookings; Provide travelers with trip advisories; Make hotel reservations; Negotiate special status in reputable hotels at key destinations; Avail per diem and Negotiate special status in reputable hotels at key destinations; Avail per diem and reimburse allowable incidental expenses; Arrange ground transportation and assistance services (airport transfers, vehicle rentals and immigration facilitation); Negotiate preferential discounted rates and treatment with airlines, hotels, and other travel service providers; Arrange business travel insurance and manage the claims process.
• Protocol Services - Process and renew diplomatic and international organization identity cards, residence permits, long-stay visas, airport passes, driving permits and any other required permits or documents for branch international staff and their dependents as per the laid down rules and regulations. Liaise closely and cordially with the Ministry of Foreign Affairs and other government bodies. Ensure inclusion of staff in the government diplomatic list. Process clearances for Bank and staff diplomatic goods and services including motor-vehicles, personal effects and other shipments and services for branch staff. Manage protocol arrangements for Bank staff in the government diplomatic list. Process clearances for Bank and staff diplomatic goods and services including motor-vehicles, personal effects and other shipments and services for branch staff. Manage protocol arrangements for Bank Senior Management, Board and Dignitaries and VIPs including airport reception and clearance, transportation, security, accommodation, securing meetings with government officials etc. Liaise closely and cordially with the Ministry of Foreign Affairs and other government bodies.
• Visas - Process entry visas from different embassies for the branch staff, their dependents and in-coming Bank delegations by compiling and submitting visa application documentation to relevant Embassies/High Commissions; Support the setup of an efficient and effective network with other embassies and consulates to facilitate the expedient issuance of visas for staff who are travelling on business. Visit embassies to sort out problems and respond to queries.
• Laissez Passer and ID cards - Coordinate requisitioning and administering of Bank Laissez Passer and other identification documents and security access badges.
• Reprographic management - Oversee the Bank's printing activities including printing of the Bank's letterhead, business cards, envelopes, banners and other corporate material etc.

Minimum Qualifications:

Education:

• Bachelor’s degree and a post graduate degree in business administration, Banking, Finance, or a related field from a recognized university.

Experience and Technical Skills:

• Proven expertise in Salesforce or similar CRM platforms, including data management and reporting functionalities.
• Strong analytical skills with a proven ability to produce high-standard reports and actionable insights.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Languages:

• Excellent written and oral communication skills in English, with working knowledge of at least one of the Bank’s other official languages (French, Arabic). Fluency in both additional languages is an advantage.

Market and Industry Knowledge:

• Fair knowledge of the African market, its business and trade needs.
• Familiarity with banking practices and processes is advantageous.

Key Competencies:

• Exceptional analytical, organizational, and planning skills, with a keen eye for detail.
• Demonstrated ability to work in culturally diverse and dynamic environments, adapting to change and fostering collaboration.
• Innovative and resourceful with the ability to learn quickly and propose practical solutions to complex challenges.
• Strong problem-solving skills with a proactive approach to identifying and addressing issues.
• Excellent time management skills and the ability to prioritize tasks effectively to meet tight deadlines.
• Ability to work independently and take initiative while maintaining high standards of quality.
• Demonstrated capacity to multitask and manage competing priorities with minimal supervision.
• Experience in gathering and implementing customer feedback to optimize CRM functionality and the overall customer experience.
• Ability to work collaboratively with internal teams and external partners to deliver exceptional service quality.

Work Ethic and Integrity:

• Ability to maintain a high level of integrity and confidentiality, particularly when dealing with sensitive data and information.
• Demonstrated dedication and hard work, including a willingness to go the extra mile to ensure tasks are completed on time and to a high standard.
• A results-driven mindset with a commitment to excellence and continuous improvement.

Years & Nature of Experience:

• Up to 1 year working experience in a similar role or a job in the financial services industry or international organization.

Behavioural competencies:

Afreximbank’s Core Values:

• Commitment to Africa and supporting the emancipation and empowerment of Africans
• Uncompromising integrity
• Passion for Learning and Drive
• Teamwork
• Trust and Respect for the Individual
• Innovation, Excellence and Flexibility
• Professionalism and Responsiveness

Key Interactions: