Asian Development Bank

Secretariat Administrator

Asian Development Bank

Job Description

Reference Number: 210022 Position Level: AS 7 Department: Office of the Secretary Division: Office of the Secretary Location: Asian Development Bank Headquarters Date Posted: Tuesday, January 19, 2021 Closing Date: Tuesday, February 2, 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.

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

To view ADB Organizational Chart, please click here.

Job Purpose

The Secretariat Administrator is primarily responsible for preparing, reviewing, circulating the documentation; and providing research, Analysis and support including recommending appropriate action/s to be taken, with respect to meetings of the Board of Directors (BOD). The position will serve as alternate focal person for other Board operations responsibilities. The incumbent will report to the designated International Staff.

Responsibilities

  • Coordinate and ensure the accurate preparation, finalization and timely issuance of the following documents to the Board, Management and Heads of Departments/Offices (HOD) concerned: (i) notice and agenda, (ii) list of staff in the hotseats and guidelines, (iii) ADB Today announcement, (iv) Chair's scripts, (v) minutes of meetings, (vi) transcripts/records of Board discussions, and (vii) Chair's summaries
  • Ensure that relevant meeting references of the Chair are complete, updated, and accurate
  • Oversee the Coordination of the set-up and logistics required for Board meeting
  • Advise on clearance of staff attendance and maintain a record of staff attendance at each Board meeting
  • Coordinate the transmission of the audio files and annotations (and other related documents) of the meeting proceedings to the outsourced transcription service company
  • Manage work processes by initiating measures to simplify, improve, and streamline work processes in the interest of efficiency and effectiveness; recommend course of action to be taken to improve and systematize Board meeting procedures
  • Manage the service contract of outsourced transcription, including monitoring and ensuring that the transcripts are available on the contracted turnaround time. Evaluate the contractor's quality and level of services and determine if it fully meets the Board meetings' services requirements and recommend if an extension is advisable or a review of the contract should be considered
  • Ensure that all information related to the preparation, conduct and post-meeting arrangements are kept and maintained as official records for future reference
  • Maintain and coordinate the updates to the database of Board meeting information, including but not limited to positions of the Board members on all matters and items for Board approval (support, opposition, and abstention); matters discussed under Any Other Business; other institutional or administrative matters raised the by the Chair or the Board that are not included in the prepared meeting agenda; and meeting documents and references, including attendance, Board statements, summaries of pre-Board discussions, opening remarks of Management
  • Coordinate preparation of Chair summaries with department/office concerned, in accordance with the Access to Information Policy. Ensure and maintain the confidentiality of Board meeting records, in accordance with disclosure provisions of the Access to Information Policy
  • Provide research, analyses and recommendations on issues and queries from Board members on matters related to Board meetings in accordance with the ADB basic documents (Charter, by-Laws, Rules of Procedures of the BOG and BOD), and past practice
  • Manage Board operations-related and -relevant IT facilities, including the Board Information System. Act as alternate focal point for other tasks of the Board Operations Unit, such as informal Board sessions, Board calendar, etc.
  • Provide support to Board Committees including technical advice, guidance, and administrative assistance
  • Support the management of events, including the organization of the Annual Meeting of the Board of Governors
Support the department's knowledge management activities, and other projects and initiatives assigned by the Secretary and/or Assistant Secretary Qualifications Relevant Experience & Requirements

  • Bachelor's degree preferably in Business Administration, Economics, Finance or Management
  • At least 5 years of experience in events management, coordination and implementation
  • Ability to comprehend recommendations made in Board documents
  • Ability to analyze and recommend next action to be taken
  • Strong concern for accuracy and meticulous attention to details
  • Ability to establish priorities and to plan, coordinate, and monitor own work plan
  • Ability to work under intense time pressure
  • With confidence in handling inquiries from the Board and staff
  • Excellent report-writing, and presentation and analytical skills
  • Excellent written and verbal communication skills in English
  • Proven ability to deal with highly sensitive Corporate Governance matters
  • Proficiency in standard ADB software programs
  • Good interpersonal communication skills
  • Knowledge of contracts and management of contracts is an advantage
  • Please refer to the link for ADB Competency Framework for AS7
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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