Asian Development Bank

Administrative Officer

Asian Development Bank

Job Description

 

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and The Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

To view ADB Organizational Chart, please click here.

The position is assigned in the Office of the Principal Director (DCOD), within the Department of Communications (DOC). DOC supports ADB Management's public communications and outreach strategies to raise the Bank's profile and position ADB as a knowledge bank. It works to communicate ADB's policies, and information on ADB operations and their impact on developing member countries, to internal and external audiences. It supports operational, knowledge and other operational support departments, and sector and thematic groups in assembling and presenting knowledge from their respective activities. It is also the focal point for all public information activities including building relations with media and managing the external website and Bank's publishing program.

Job Purpose

The Administrative Officer will provide diverse administrative support and Coordination on personnel and budget Administration, training and development, rewards and recognition and other departmental activities/projects to DOC Management for the efficient and timely performance of its functions. The incumbent will report to the Head of the Department and/or designated international staff, and senior National Staff

Responsibilities

  • Supports the human resources administration of DOC in terms of personnel recruitment, inter-division/department transfers, resignations, retirements and temporary replacements. Monitors status of vacant positions and prepares/updates organizational charts, attends to department's staffing needs and staff utilization. Supports in reviewing job descriptions and candidates' profiles. Reviews recommendations for promotions, transfers, and appointments.

  • Coordinates departmental staffing procedures and requirements and contributes to overall staff Resource Planning, including on workforce Analysis. Reviews and updates relevant documents pertaining to DOC staffing complement and provides preliminary advice on the interpretation of human resources policies and procedures to ensure that these are properly observed.

  • Monitors timely submission of performance reviews: (i) after first six months, (ii) end of one-year probationary period, and (iii) end of fixed-term appointment. Coordinates other related personnel actions and participates in the discussion as needed. Ensures the preparation of write-up for Management consideration and approval.

  • Contributes in staff learning and development administration within the department, including in the administration and monitoring utilization of the DOC external learning budget allocation; compilation and review of departmental and staff training needs and requirements; identification of technical Training Programs that support the DOC overall strategy; and coordinating with BPPP in customizing training programs for DOC staff. Seeks Management's endorsement and budgetary support. Prepares relevant reports.

  • Supports the overall budget administration and monitoring of the departmental budget including through: compilation and review of the overall departmental budget requirements and submissions, and overall budget utilization monitoring. Coordinates and closely collaborates with budget owners within DOC on budget planning and expense tracking.

  • Coordinates and oversees the implementation of the DOC Rewards and Recognition Program. Leads in the delivery and implementation of the awards. Manages and administers the rewards and recognition budget allocation of the department and prepares relevant reports.

  • Administers and maintains DOC's petty cash fund and prepares necessary disbursement and replenishment reports.

  • Performs diverse administrative functions by providing support to Principal Director and Directors, DOC, including: planning and organizing preparatory arrangements and logistics for the department's retreat, team-building and planning sessions; conducting background research and information gathering, as needed; monitoring the progress of implementation HR-related reforms in DOC, including the DOC Staff Engagement Survey Action Plan and departmental support on the HR Reforms and ADB diversity and gender program.

  • Performs other administrative duties that may be assigned by the supervisor, as reflected in the incumbent's work plan.

Qualifications

Relevant Experience & Requirements

  • Bachelor's Degree major in Business Administration, Management or related fields, preferably with advanced training.

  • At least 8 years' relevant experience.

  • Thorough knowledge in personnel management, budget and office administration.

  • Working knowledge of ADB policies, guidelines and procedures elated to the area of budget and personnel administration and administrative services operations an advantage.

  • Knowledge of ADB-adopted Computer Applications.

  • Excellent written and verbal communication skills in English.

  • Please refer to the link for ADB Competency Framework for National Staff Levels 1-2.

General Considerations

The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.

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