Senior Management Administrative Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is an international development finance institution that was established to foster economic growth and cooperation in the Asia-Pacific region. Headquartered in Manila, Philippines, ADB was founded in 1966 and has grown to include 69 member countries, with 50 of those from the Asia and Pacific region. ADB's mission is to alleviate poverty and promote sustainable development, and it aims to achieve a prosperous, inclusive, resilient, and sustainable Asia and the Pacific. The organization combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 203

• ADB is committed to ensuring that all employees are treated with respect and provided equal opportunities in an inclusive work environment, encouraging applications from diverse backgrounds, including women and individuals with disabilities.

Job Overview:
The Senior Management Administrative Assistant position is a critical role within the Office of the Vice-President (Sectors and Themes) at ADB. The individual in this role will be responsible for providing comprehensive administrative support to the Vice-President and Senior Advisor, ensuring that all administrative functions are executed efficiently and effectively. This includes managing the supervisor's calendar, coordinating inter-departmental activities, and ensuring that all communications and documents are handled with the utmost confidentiality and professionalism. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various departments within ADB. The Senior Management Administrative Assistant will also be tasked with maintaining an organized office environment and supporting the preparation of materials for meetings and briefings, thereby playing a vital role in the smooth operation of the Vice-President's office.

Duties and Responsibilities:
The duties and responsibilities of the Senior Management Administrative Assistant include, but are not limited to:

• Coordination of activities with departments and offices within ADB, including screening calls and responding to routine inquiries on behalf of the supervisor.
• Managing the supervisor's calendar, ensuring efficient scheduling across different time zones, and prioritizing competing demands.
• Preparing materials for meetings, coordinating travel arrangements, and processing mission authorization requests.
• Reviewing documents for accuracy and compliance with ADB's standards, tracking document flow, and maintaining an organized e-filing system.
• Monitoring office supplies and ensuring a professional office setup.
• Collecting and analyzing data to produce reports as required.
• Performing any other duties as assigned in the workplan.

Required Qualifications:
Candidates for the Senior Management Administrative Assistant position must possess a Bachelor's degree and have at least 5 years of relevant professional experience, preferably in multilateral organizations. Proficiency in the MS Office Suite (including Outlook, Word, Excel, PowerPoint, and SharePoint) is essential, along with familiarity with online approval workflow systems and videoconferencing tools such as MS Teams, Zoom, and Webex. Candidates should demonstrate strong administrative and organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality. Excellent written and verbal communication skills in English are mandatory, and candidates should be able to work effectively with individuals from diverse cultural backgrounds.

Educational Background:
A Bachelor's degree is required for this position, providing a foundational understanding of administrative practices and organizational operations. The degree should ideally be in a field relevant to the responsibilities of the role, such as business administration, management, or a related discipline.

Experience:
The position requires a minimum of 5 years of relevant professional experience, particularly in roles that involve administrative support within multilateral organizations or similar environments. This experience should demonstrate the candidate's ability to manage complex administrative tasks and work effectively in a fast-paced, multicultural setting.

Languages:
Proficiency in English is mandatory for this position, as it is the primary language of communication within ADB. While not required, knowledge of additional languages may be considered an asset, particularly if they are relevant to ADB's member countries.

Additional Notes:
This position is a fixed-term appointment with the option to renew, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. The appointment may be renewed based on the organization's needs and the employee's performance. ADB offers a competitive salary and benefits package, including housing and education allowances (if applicable), expatriate benefits, relocation assistance, a retirement plan, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development. ADB encourages applications from both internal and external candidates, and previous applicants do not need to reapply.