Asian Development Bank

Legal Operations Assistant

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.

The position is assigned within Office of the General Counsel (OGC). OGC is responsible in protecting the legal interests of ADB and advises on methods to limit ADB's risk exposure appropriately. It prepares or reviews documents which create, define, modify or limit the legal rights or obligations of ADB, including loan contracts, agreements and registration statements in relation thereto, and other contractual documents.

To view ADB Organizational Chart, please click here.

Job Purpose

The Legal Operations Assistant will assist in the day-to-day administrative and operational requirements of OGC by performing a range of clerical and secretarial duties described below. The incumbent will report to designated two or more International Staff.

Responsibilities

· Correspondence and Documentation Production (Regions or Special Practice Groups)

Assists in preparing various documents, e.g. Administrative Tribunal submissions, Board papers, Appeals Committee papers, review of Administrative Cases, interpretation of ADB policies and procedures, Administrative Orders and Circulars, Asian Development Fund papers, loan documents, ADB Borrowings/Swap transactions, and routine correspondence, back-to-office reports and effectiveness letters for public/private sector loans. Assists in preparing materials for seminars (e.g. Microsoft, PowerPoint presentations and transparencies).

· Project Processing (Regions or Special Practice Group)

Assists in drafting loan documents ie. providing templates, formatting, editing, proof-reading and fine-tuning; requests for amortization schedules and minutes of loan negotiations; monitors status of project processing, administrative/tribunal review cases and documentation for ADB borrowings. Assists in the consolidation of conditions precedent documents prior to drawdown/disbursement of private sector projects, preparation of ADB-generated project documents.

· Legal Documents and Information Monitoring

Maintains updated filing system. Selects and uploads memoranda and signed loan documents into the OGC Legal Information System (LIS) database, minutes of lawyers' meetings into the OGC Intranet and Law, Policy and Reform (LPR) technical assistance (TA) into the LJD database and Resource Center. Monitors incoming documents and e-mails for action or reassignment (in the absence of the responsible counsel) and updates counsel's schedule of mission/leave for the OGC Deskbook.

· OGC Law, Policy and Reform (Special Practice Group)

Assists in processing/administration of LPR projects, preparation of TA Board papers/other documents; preparing correspondence with Government and consultants; taking minutes of SRC meetings; preparing contract variations; liaising with consultants on various aspects of contract administration; handling of files/other documents; and making arrangements for TA missions. Provides overall assistance in LPR activities, in administrative arrangements for OGC-sponsored seminars; producing LPR publications from consultants' reports; gathering information on domestic and international private/public institutions; maintaining/updating mailing lists; and mailing LPR publications.

· ADB Borrowings and Swap Transactions (Special Practice Group)

Sorts, compiles and monitors documentation related to ADB borrowing/swap transactions and in consultation with Treasury Department, assists in preparing necessary draft documentation from the internal authorization stage (e.g. President's Memorandum and Secretary's Certificate) to processing and closing stages, and ensures that above documentation are properly filed and bound in volumes for OGC use.

· Office Administration

Assists newly hired and/or temporary assistants on application/interpretation of office systems/procedures, guidelines and formats. Acts as temporary assistant to other counsel(s) when necessary and assists OGC staff consultants on short-term assignments. Assists counsels in preparation of budgetary allocations. Prepares/generates leave status reports/monthly work status reports of counsels for submission to the General Counsel.

· Research

Assists in gathering information from books, documents and other publications from various sources, the Main Library and the Internet, as legal and/or background materials for project and non-project matters.

· Secretarial Duties/Others

Takes dictation and transcribes; schedules and coordinates appointments; performs telephone reception duties and takes messages; performs mission travel arrangements; etc. Performs other duties as may be assigned by the General Counsel (or his/her designate) and as reflected in the incumbent's workplan, such as assisting in preparation of various policy papers/briefing notes/speeches, organizing annual meeting seminars, and participating on the OGC secretariat for ADB-sponsored symposia/seminars.

Qualifications

Relevant Experience & Requirements

  • Bachelor's degree, preferably in business administration, commerce, management, accounting or other relevant discipline.

  • Minimum of 5 years of relevant professional experience

  • Excellent written and verbal communication skills in English is required

  • Please refer to the link for ADB Competency Framework for Administrative Staff AS4.

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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