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 supervisors review. Draft messages according to ADBs Handbook of Style and Usage.

• Conduct preliminary review and ensure that all documents for supervisor are accurate and prepared in compliance with ADBs Handbook of Style and Usage.

Calendar/Logistics:

• Provide assistance in managing the supervisors 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 incumbents workplan.
  
  

You will need:

Bachelors 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 organizations 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 TL2.

Benefits

ADB offers a rewarding salary and a comprehensive benefits package. The salary will be based on ADBs standards and comparator markets taking into account your qualifications and experience.

Housing and education allowance (if applicable)

Expatriate benefits (if applicable)

Relocation (if applicable)

Retirement Plan

Medical and Health benefits

Paid Leave (including parental)

Life and other insurance plans
Staff Development

Additional Information

This is a re-advertisement. If you have previously applied you do not need to resubmit an application. Applications received in response to previous posting will be considered together with applications received in response to this advertisement.

This appointment is open to internal and external applicants.

This is a fixed term appointment with option to renew initially for a period of up to 3 years or up to the Normal Retirement Date (NRD) whichever comes earlier for the purpose(s) and conditions determined by ADB in accordance with Administrative Order No. 2.01 (Recruitment and Appointment). After the initial fixed-term period ADB may choose to renew the appointment for up to an additional 3 years or not renewed. This decision will be made in the overall interest of ADB based on factors including but not limited to the requirement of Staffs particular blend of skills and experience for the medium-term work program of the organizational unit sufficient funding to cover the renewed period and Staffs performance and suitability for employment. There is no limit to the number of renewals up to NRD. However this appointment is not convertible to a regular appointment.

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila Philippines and is composed of 69 members 50 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 69 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.