Asian Development Bank

Associate Secretariat Administrator

Asian Development Bank

Job Description

Reference Number: 210015 Position Level: AS 6 Department: Office of the Secretary Division: Information Access Unit Location: Asian Development Bank Headquarters Date Posted: Thursday, January 21, 2021 Closing Date: Thursday, February 4, 2021 11:59 p.m. (2359 Manila Time, 0800 GMT) IMPORTANT INFORMATION:

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).

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 in the Office of the Secretary (SEC). SEC is responsible for providing strategic and operational support to ADB, the Board of Governors, and the Board of Directors.

Job Purpose

The Associate Secretariat Administrator is responsible for managing the Board document circulation and providing administrative support to the functions of the SEC-Information Access Unit (IAU), as directed. The incumbent will report to an International Staff.

Responsibilities

  • Review documents submitted for circulation to ensure that Board documents are in accordance with ADB standards
  • Provide guidance to staff on the proper format and procedure of Board documents for circulation
  • Maintain and update Board cover memo templates as needed
  • Maintain and update the Board documents system as needed
  • Coordinate with staff and team members as needed to ensure the timely circulation of Board documents
  • Promote knowledge sharing among team members
  • Provide inputs to new systems and work processes, seek information about new situations, share ideas for how work can be completed more effectively, and help colleagues adjust to required changes
  • Provide support to the management of events, including the organization of the Annual Meeting of the Board of Governors
  • Provide administrative support to Board Committee meetings
  • Support the department's Knowledge Management activities, and other projects and initiatives assigned by the Advisor, SEC and Head, IAU; and/or Assistant Secretary; and/or The Secretary
Qualifications Relevant Experience & Requirements

Bachelor's degree preferably in Business Administration, Economics, Finance or Management At least 5 years of relevant experience, preferably in ADB operations.

Excellent command of written and spoken English.

Creative and sound writing skills Excellent proofreading skills, and high concern for accuracy and detail Good computer skills with proficiency in SharePoint, Lotus Notes, MS Word, MS Excel, and MS PowerPoint; familiarity with computer systems used in ADB Knowledge of a multilateral institution's procedures, formats and standards, and experience in finding information within the organization Ability to set priorities; make decisions within defined parameters; meet deadlines, manage own time according to workload and plan ahead according to given tasks Good interpersonal and communication skills. Ability to work collaboratively within teams as constructive team member. Ability to liaise with individuals from different cultural backgrounds throughout ADB Ability to manage work priorities with minimum supervision Ability to respond to client demands with a combination of tact and firmness. Ability to maintain composure under pressure Able to interface effectively and diplomatically with staff in other ADB departments, with government officials and with the public Please refer to the link for ADB Competency Framework for AS6 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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