You will:

a. General Administration

• Manage supervisors’ schedules by resolving scheduling conflicts, accepting and confirming supervisors’ meetings in advance, updating supervisors of changes to schedules, exercising judgement in organizing the scheduling
• Organize mission travel, including forward planning, by reviewing and recommending appropriate flight options, planning itinerary, including transport and hotel accommodation, preparing meeting schedules, submitting business travel requests and expense claims in the system
• Ensure that appropriate arrangements and confirmations are made for all external meetings/international events including, registration, materials, logistics, location, among others
• Coordinate logistical requirements for meetings and other activities

b. Office Matters and Correspondence

• Prepare a list of all incoming documents and ensure office filing systems and records are organized and updated.
• Review all incoming documents and mail and distribute to concerned staff, as applicable; or bring to the attention of supervisors, as necessary.
• Perform standard activities such as maintaining office supplies, being attendance coordinator, focal person in work areas.
• Prepare presentations, tables and charts for reports; and edit, layout and submit documents for supervising staff, consistent with ADB format and templates;
• Retrieve documents and data for reports; and
• Ensure follow-up of specific queries.

c. Internal and External Client Coordination and Communication

• Deliver efficient administrative services by properly screening incoming calls, taking accurate messages, and handling client queries to ensure they are promptly referred to the appropriate staff;
• Welcome visitors and ensure they are properly greeted and escorted to their meetings. For unexpected visitors, promptly refer them to the appropriate staff;
• Maintain a directory of external contacts by recording business card information; and
• Collaborate with ADB staff and internal and external clients and other stakeholders, as required

d. Others

• Operate specific ADB online systems.
• Relieve other Operations Assistants.
• Perform other tasks as may be required and as reflected in the workplan.

Qualifications

You will need:

• Bachelor’s degree
• At least 5 years work experience
• Good computer skills and memo composition and editing skills
• Ability to manage priorities and workload within general schedule of work, instructions and standardized practices
• Ability to foresee response and implication of own outputs, and to undertake tasks efficiently
• Ability to collaborate with teams as a constructive team member
• Ability to work with individuals from different cultural/national backgrounds
• Good analytical thinking with ability to make simple causal links, pro-and-con lists and analyses to reach a decision
• Good interpersonal and communication skills
• Ability to maintain composure under pressure
• Proficiency in written and verbal English

Please refer to the link for ADB Competency Framework for Administrative Staff Level