Administrative Assistant

IMPORTANT INFORMATION:

This is a special fixed-term appointment for a period of three (3) years following Section 3.1 (c.) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. It may be extended on exceptional basis for a further fixed period at the option of ADB. This appointment is open to internal and external applicants.

If the successful candidate is an ADB staff member holding a regular appointment, his/her regular appointment will be converted to a special fixed-term appointment. A special fixed-term appointment will automatically and without prior notice expire at the end of the term.

Multiple positions at various levels may be filled from this vacancy notice.

Actual position title and level will be based on the candidate’s qualifications, experience and job scope that will be assigned to the selected candidates.


Overview
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.

The position is assigned in the HR Business Partners Division (BPHP) Division within the Budget, People and Management Systems Department (BPMSD). BPHP is responsible for providing strategic staffing and human resource requirements as well as access to HR services from the other units across the wider HR functions, among others. While housed in BPHP, this position may be assigned to various departments or offices in ADB HQ requiring temporary administrative support.


Job Purpose
During the special-fixed term appointment, the incumbent will be assigned to various departments/divisions requiring temporary assistance to support their operations. The incumbent will perform administrative and operational support services for various activities to support assigned initiatives or projects of the division. The incumbent will also be tasked to coordinate for knowledge dissemination activities, database management, and other administrative and operational functions. The incumbent will report to designated International Staff and senior National Staff.


Responsibilities
• Ensures that all correspondence and documents for supervisors are properly drafted, prepared, and submitted on time and in compliance with ADB's standards.
• Provides administrative support by screening external calls and answers inquiries or routes them to respective staff within department.
• Ensures the effective coordination of supervisors' schedules through efficient scheduling across offices and global time zones. Scheduling includes effective prioritization and resolving conflicts of competing demands. Responds to internal meeting requests timely.
• Coordinates travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.
• Ensures the office filing systems and records (both electronic in SharePoint and physical) are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Depending on the assigned department, may be asked to assist in project processing, editing publications, basic accounting and treasury operations, HR administration, procurement, and research to support assigned initiatives or projects of the division.
• As required, may compile statistical data, prepare reports, and perform research assignments.
• Performs other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements

• Bachelor’s degree in Business Administration, Psychology, Accounting, Human Resources, Public Administration, Social Sciences, or any related fields.
• At least 5 years relevant experience in a private or public organization
• Proficient in MS Office Suite (Outlook, Word, Excel, and PowerPoint, SharePoint)
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex)
• Excellent administrative and organizational skills, with attention to details
• Good memo composition and editing skills
• Good interpersonal skills
• Ability to work with individuals from different cultural/national backgrounds
• Ability to manage priorities and workload within general schedule of work, instructions and standardized practices.
• Ability to make quick procedural decisions and judgments, and handle sensitive information with confidentiality
• Able to work collaboratively with teams as a constructive team member
• Good oral and written communication skills in English

Please refer to the link for the ADB Competency Framework for AS4.


General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.

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.

Please note that the actual level and salary will be based on qualifications of the selected candidate.