Asian Development Bank

Executive Assistant

Asian Development Bank

Job Description

Reference Number: 210032 Position Level: AS 6 Department: Central and West Asia Department Division: Office of the Director General, CWRD 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).

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 in the Office of the Director General (CWOD) within the Central and West Asia Department (CWRD). CWRD is responsible for maintaining client relations and delivering ADB assistance to countries in the Central and West Asia region. CWOD is responsible for providing the strategic direction and supervising the delivery of CWRD's work program.

Job Purpose

The Executive Assistant will perform full administrative and operational services of a responsible and confidential nature for the Head of the Department . Coordinates inter-departmental and inter-management offices administrative activities. The incumbent will report to the Director General, CWRD and senior National Staff.

Responsibilities

  • Ensures that all correspondence and documents for supervisors are correctly typed and prepared in compliance with ADB's standards. Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines. Ensures that all incoming mail is properly recorded, distributed, and brought to the attention of concerned staff, and that outgoing mails are delivered on time. Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
  • Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.
  • Manages the schedule and ensures that appropriate arrangements are made for meeting, travel, accommodation, and events. Prepares mission authorization requests.
  • Ensures that the supervisor's instructions are passed on to all concerned staff for proper action and monitors the status of replies. Liaises with ADB staff inside and outside the work area, Executing Agencies and donor countries as required. Provides assistance as to the application/interpretation of work area procedures, guidelines, and formats to junior administrative staff.
  • Tracks the flow of documents with the use of database for effective monitoring to meet deadlines.
  • Ensures that the office filing systems and records are properly maintained and updated in accordance with an existing framework.
  • Monitors leaves, attendance, overtime utilization, and staff mission as required.
  • Compiles and prepares briefing/progress reports for supervisor as requested. Monitors progress/status of work programs.
Performs any other duties as may be required and reflected in the incumbent's workplan.

Qualifications Relevant Experience & Requirements

  • Bachelor's degree in Business Management, communications, social sciences, or relevant disciplines
  • At least 5years relevant professional experience.
  • Sound knowledge of Office 365 and common word-processing, spreadsheets and graphics software used within ADB.
  • Strong Coordination, interpersonal and diplomatic skills.
  • Able to relate with offices of the board, the senior management, other high-level visitors with diplomacy and exhibits strong knowledge protocol.
  • Thorough understanding of ADB organization and in-depth knowledge of ADB's diverse procedures related to administrative work and operations, including understanding of interactions between different ADB work areas and relevant workflows.
  • Proven ability to work independently.
  • Excellent command of written and spoken English.
  • Good sense of judgement
  • Please refer to the link for ADB Competency Framework for Executive Assistant, 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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