Senior Management Administrative Assistant
Job Vacancy | Tuesday, July 16, 2024
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| Reference Number | 240494 |
|---|---|
| Position Level | AS 5 |
| Department | Office of the Vice-President (Sectors and Themes) |
| Division | Office of the Vice-President (Sectors and Themes) |
| Location | Asian Development Bank Headquarters |
| Date Posted | Tuesday, July 16, 2024 |
| Closing Date | Tuesday, July 30, 2024 11:59 p.m. (2359 Manila Time, 0800 GMT) |
Join Our Mission to Foster Prosperity in Asia
Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.
Organizational Setting and Reporting Relationship
The position of Senior Management Administrative Assistant is assigned to the Office of the Vice President (Sector and Themes). You will be based at our Headquarters in Manila, Philippines.
You will report to the Vice-President (Sector and Themes) and Senior Advisor to the Vice-President (Sector and Themes).
Your Role
As a Senior Management Administrative Assistant, you will (i) perform full administrative services of a responsible and confidential nature and (ii) support coordination of inter-departmental administrative activities in line with the mandates of the Vice-President.
You will:
Coordination
• Work closely with the Executive Assistant in the coordination of activities of VPST with departments and offices in ADB and inform the supervisor using different communication modalities.
• Screen external calls and answer queries.
• Respond on behalf of the supervisor to straightforward/routine messages and draft replies for the supervisor’s review. Draft messages according to ADB’s Handbook of Style and Usage.
• Conduct preliminary review and ensure that all documents for supervisor are accurate and prepared in compliance with ADB’s Handbook of Style and Usage.
Calendar/Logistics
• Provide assistance in managing 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 timely.
• Consolidate information and prepare materials or ensure that supervisor has received the relevant documents for the meeting/briefing/mission.
• Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.
• Process mission authorization requests, travel requests and authorization (TRA), and request for reimbursement-business travel (RRBT) in Concur.
Review of Documents submitted to VPST
• Under the guidance of Senior Advisor to VPST, review documents and various analysis related to the sector and themes under VPST;
• Under the guidance of Senior Advisor to VPST, review the completeness of documents submitted to OVPST and ensure the quality of presentation and succinctness of expressions;
• Track the flow of documents with the use of database for effective monitoring to meet deadlines
Office Administration
• Maintain a complete and organized e-filing system in SharePoint.
• Maintain adequate stocks of office supplies as required.
• Monitor document workflow and follow up as needed.
• Maintain a professional and organized office setup.
• Serve as alternate to the Executive Assistant as needed.
Others
• Collect, compile and analyze relevant information and data related to the division/office/ department to produce routine and/or ad hoc statistics/reports as instructed.
• Perform any other duties as may be required and reflected in the incumbent’s workplan.
Qualifications
You will need:
- Bachelor’s degree.
- At least 5 years relevant professional experience in multilateral organizations.
- Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint, and Sharepoint) and video/photo editing for presentation materials and knowledge products)
- Familiarity in the use of online approval workflow systems
- Familiarity in videoconferencing tools (MS Teams, Zoom, Webex)
- Ability to work with individuals from different cultural/national backgrounds.
- Familiarity with operational and administrative procedures and full understanding of the interactions between the organization’s different work areas and relevant workflows
- Familiarity with operational documents format and contents;
- Ability to make quick procedural decisions and judgments, and handle sensitive information with confidentiality;
- Good administrative and organizational skills, with attention to details
- Good coordination, interpersonal and diplomatic skills
- Excellent written and verbal communication skills in English
- Please refer to the link for ADB Competency Framework for Administrative Staff Levels 4-5.
Benefits
ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB’s standards and comparator markets, taking into account your qualifications and experience.
● Paid leave (including parental)
● Medical and health benefits
● Life and other insurance plans
● Staff development
● Retirement plan
● Housing and education allowance (if applicable)
● Expatriate benefits (for international staff)
Additional Information
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).
This is a fixed term appointment with option to renew for an initial period of three (3) years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. At the end of the initial period, this appointment may be renewed for a period of up to three years, or not renewed. There is no limit on the number of renewals. This appointment is open to internal and external applicants. This appointment is open to internal and external applicants.
This opening is a local staff position. It is open only to nationals and residents of Philippines.
About Us
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.
To view ADB Organizational Chart, please click here.
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.
Visit ADB Careers FAQ for more information.
