Institutional and Operations Coordination Assistant

Job Vacancy | Wednesday, July 24, 2024

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 is assigned in the Office of the Director General (BPOD) within the Budget, People, and Management Systems Department (BPMSD) and the Office of the Staff Council (SC). BPMSD provides services to ADB in the areas of human resources and budget and management services. The SC is the executive organ of the Staff Association of ADB. The Staff Association promotes and safeguards the rights, interests and welfare of its members.

You will report to designated International Staff and/or National Staff.

Your Role
The Institutional and Operations Coordination Assistant will perform full range of technical and operational services for BPOD and SC. He/She will facilitate strategic discussions between SC and ADB departments and units on staff concerns, consolidate data and information for reports, perform preliminary review of documents, manage project timelines, and ensure compliance with organizational policies such administrative orders and departmental guidelines.

The incumbent will report directly to Deputy Director General, BPMSD with inputs from Chair of the ADB Staff Council (SC).

You will:

• Ensure effective coordination of Staff Council meetings and activities; monitor and follow up on action items discussed in interdepartmental meetings; ensure SC officers and department representatives are informed of agenda items; prepare correspondences and documents that are compliant with ADB standards.
• Assist in drafting and preparation of SC Annual Report, presentations, and other communication materials for both BPOD and SC.
• Ensure secure handling of sensitive information in compliance with organizational policies.
• Coordinate and follow up with relevant staff to ensure timely submission of assignments and reporting requirements.
• Prepare minutes of SC meetings including meetings with other departments and offices in ADB (e.g., BPMSD, OAS, etc.)
• Ensure that the Staff Council filing systems and records are properly maintained for easy retrieval and effective monitoring of deadlines.
• Maintain record of correspondence with counterpart Staff Council/ Associations at other international financial institutions such as EBRD, the World Bank, IMF, IADB, EIB and with the Association of Former Employees of ADB (AFE-ADB).
• Assist in the conduct of surveys through MS Forms, Survey Monkey, or equivalent online platforms.
• Collate and compile data and information as necessary to produce timely and accurate reports for BPOD and SC.
• Ensure all logistical requirements for BPMSD and SC meetings and events are efficiently and effectively arranged by assisting in the planning and organization.
• Ensure that all correspondence and documents for supervisor are correctly prepared in compliance with ADB standards. Independently compose and send out routine communication.
• 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 work experience

· Excellent command of written and spoken English with good analytical skills

· Advanced computer skills with sound knowledge of common word processing, spreadsheets and graphics software used in

big organizations

· Good understanding of multilateral development bank’s purpose=

· Ability to handle sensitive information in compliance with organizational policies

· Good coordination and interpersonal skills

· Ability to work with minimum supervision and exercise judgement on matters of confidentiality and those requiring urgent attention

· Ability to work with individuals from different cultural/national backgrounds

· Please refer to the link for ADB Competency Framework for Administrative Staff level 4.

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

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.

Stay up to date Subscribe to our newsletter and get the latest issues, news, events, jobs and data in your e-mail inbox.