• Support the organization of events and institutional meetings such as Heads of Department meetings, Board consultations and meetings, and bilateral meetings as requested.
• Support the preparation of results related reports, strategy papers and technical papers. Support SPRA in editing and finalizing background papers, strategy papers, TA papers, and other results related reports. Collect, compile and analyze relevant information and data related to operations and routine and statistics and reports as requested.
• Manage the supervisor’s calendar and ensure efficient scheduling across offices and global time zones. Scheduling includes effective prioritization and resolving conflicts of competing demands. Respond to internal meeting requests in a timely manner.
• Ensure that all correspondence and documents for the supervisor are prepared in compliance with ADB’s standards. Independently composes and sends out routine communications and drafts correspondence for approval of supervisor. Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails are disseminated on time.
• Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries in accordance with ADB procedures.
• Maintain a complete and organized e-filing system in SharePoint. Monitors document workflow and follows up as needed.
• Assist in consultant recruitment and contract management in ADB’s Consultant Management System.
• Support other administrative staff on office guidelines.
• Relieve other administrative staff /Executive Assistants as required.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.
Qualifications
You will need:
• Bachelor’s degree
• At least 5 years of relevant professional experience in the area of administration services.
• Ability to quickly grasp procedures and document standards.
• Proficiency in Office 365 applications and document tracking systems.
• Familiarity with videoconferencing tools (Zoom and MS Teams).
• Ability to coordinate proper distribution of tasks among other administrative assistants.
• Ability to work with individuals from different cultural/national backgrounds.
• Ability to make quick procedural decisions and judgments and handle sensitive information with confidentiality.
• Ability to liaise and work effectively with staff within own work location.
• Ability to work collaboratively with teams as a constructive team member.
• Ability to exercise judgment on matters of confidentiality and those requiring urgent attention.
• Good coordination and interpersonal skills.
• Effective report-writing and communication skills in English.
