Senior Audit Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank established in 1966, headquartered in Manila, Philippines. ADB's mission is to alleviate poverty and promote sustainable development in the Asia-Pacific region. The organization is owned by 69 members, with 50 of them from the region, and employs a diverse workforce dedicated to fostering prosperity across Asia. ADB collaborates with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to transform lives and build quality infrastructure. ADB is committed to creating an inclusive environment where everyone is treated with respect and given equal opportunities, encouraging applications from all qualified candidates regardless of their background, gender, or disabilities. Women are particularly encouraged to apply for positions within the organization.

Job Overview:
The Senior Audit Assistant position is situated within the Office of the Auditor General (OAG) at the Asian Development Bank. This role is pivotal in providing administrative and operational support to OAG teams, ensuring that the office runs smoothly and efficiently. The Senior Audit Assistant will be responsible for collecting and consolidating information across teams for analytical purposes, coordinating various team activities, and managing workflows. The position requires a proactive approach to prepare, format, proofread, and submit correspondence and documents in compliance with ADB standards. The role also involves managing supervisors' schedules, coordinating meetings, and maintaining filing systems, both physical and electronic. The Senior Audit Assistant will play a crucial role in supporting audit activities by gathering information, preparing supporting documents, and assisting with data analysis and documentation of results. This position is essential for ensuring that the OAG meets its objectives and contributes to the overall mission of ADB.

Duties and Responsibilities:
The Senior Audit Assistant will have a comprehensive set of duties and responsibilities, including:

• Preparing, formatting, proofreading, and submitting correspondence and documents for supervisors in a timely manner, adhering to ADB standards and the Handbook on Style and Usage.
• Coordinating administrative workflows, document circulation, and information flow across digital platforms to ensure efficient operations.
• Managing supervisors' schedules, including coordinating with clients, organizing meetings, and relaying instructions to relevant staff.
• Coordinating division, office, and department meetings and activities, ensuring all arrangements are made and followed through effectively.
• Managing office filing systems, including the retrieval and archiving of physical and electronic records in accordance with ADB procedures.
• Maintaining SharePoint folders and documentation repositories, assisting in the preparation of materials for meetings.
• Collecting, analyzing, and extracting data from ADB systems and databases to support OAG's biannual, ad hoc, and audit-related reports.
• Maintaining OAG electronic databases, ensuring accurate data entry, efficient retrieval, and readiness for reporting.
• Supporting audit activities by gathering information, preparing supporting documents, querying systems, and assisting with basic audit procedures, data analysis, and documentation of results. 1
• Coordinating mission travel arrangements, bookings, and processing, while collaborating with the Front Office on budget monitoring. 1
• Providing back-up support to other assistants during their absence. 1
• Performing other administrative tasks as reflected in the workplan.

Required Qualifications:
To qualify for the Senior Audit Assistant position, candidates must possess the following qualifications:

• A Bachelor's degree in business administration or a related field, with a preference for candidates who have completed auditing and accounting subjects.
• A minimum of 5 years of work experience in secretarial and coordination roles, demonstrating a strong background in administrative support.
• Proficiency in computer-based applications, particularly the Microsoft Suite, is essential for performing job functions effectively.
• A working knowledge of maintaining and administering databases and other information systems is required.
• Candidates must demonstrate written and verbal proficiency in English, including strong skills in memo composition, editing, and proofreading.
• A proven ability to manage sensitive information with strict adherence to confidentiality protocols.
• Candidates should exhibit the capability to manage priorities and workload independently while adhering to general work schedules, instructions, and standardized practices.
• The ability to exercise judgment on matters requiring urgent attention is crucial.
• Candidates must demonstrate the capability to coordinate tasks among administrative assistants and liaise effectively within the work location. 1
• Experience contributing as a constructive team member and collaborating with colleagues from diverse cultural and national backgrounds is highly valued. 1
• Familiarity with the role and function of the division, office, or department, or similar functions in a multilateral development bank, along with a good general understanding of its mandate and purpose, is preferred.

Educational Background:
The educational background required for the Senior Audit Assistant position includes a Bachelor's degree in business administration or a related field. Candidates with coursework or subjects related to auditing and accounting are preferred, as this knowledge will be beneficial in performing the duties associated with the role. A strong educational foundation in business principles and practices will support the candidate's ability to navigate the complexities of the position effectively.

Experience:
Candidates for the Senior Audit Assistant position should have at least 5 years of relevant work experience in secretarial and coordination roles. This experience should demonstrate a solid understanding of administrative functions and the ability to support teams effectively. Experience in a similar role within a multilateral development bank or a related organization is advantageous, as it provides insight into the operational dynamics and expectations of the position.

Languages:
Proficiency in English is mandatory for this position, as candidates must demonstrate strong written and verbal communication skills. This includes the ability to compose, edit, and proofread documents effectively. While English is the primary language required, knowledge of additional languages may be considered a valuable asset, particularly in a diverse and multicultural work environment.

Additional Notes:
This appointment is open to both internal and external applicants and is classified as a fixed-term appointment with the option to renew. The initial contract period is up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. After the initial fixed-term period, ADB may choose to renew the appointment for an additional 3 years, depending on various factors such as the need for the specific skills and experience of the staff member, funding availability, and performance evaluations. It is important to note that this appointment is not convertible to a regular appointment, and there is no limit to the number of renewals up to the NRD. ADB offers a competitive salary and a comprehensive benefits package, including a retirement plan, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development.