Employment

To perform full secretarial services for the VPFA. Helps coordinate inter-management offices’ administrative activities.

Mail/Written Communications/Follow-up
Ensures that all correspondence and documents for supervisor are correctly typed and prepared in compliance with ADB's standards. Independently composes and sends out routine letters. Drafts more complex correspondence for signature of supervisor. Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.

Oral Communications/Internal & External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.

Calendar/Travel
Ensures the effective coordination of supervisor's schedule by maintaining diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisor and in accordance with ADB procedures.

Office Administration
Ensures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.

Tracks the flow of documents with the use of database for effective monitoring to meet deadlines.

Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and administrative assistants in the F&A group.

Acts as coordinator for Budget Monitoring Control System (BMCS) for budget monitoring and Leave Administration System (LVAD) for attendance monitoring. Expected to relieve the Executive Assistant of the Office in her absence and as directed.

Performs certain standard activities such as maintaining adequate stocks of office supplies as required; coordinates micro-computer inventory, allocation, and requirements for the division/office/department.

Coordination
Coordinates the various activities such as meeting arrangements of the office to ensure that the supervisor's instructions are passed onto the concerned staff.

Data Analysis and Report Generation
Collects, compiles and analyzes relevant information and data needed by the office from ADB’s database systems, external websites and other sources to produce reports as instructed.

Others
Performs other duties as may be assigned.

Bachelor degree

Suitability to undertake the responsibilities mentioned above at the required level.

At least 5 years of work experience

Excellent command of written and spoken English. Excellent typing skills. Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations. Good coordination and interpersonal skills. Ability to work with individuals from different cultural/national backgrounds. A good general understanding of a multilateral organization's mission and vision, and the working relationships between the various departments/offices of the organization, including operational departments. Good working knowledge of procedures, formats and standards relevant in the performance of work. Ability to work with minimum supervision and exercise judgement on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.

Technical Knowledge and Skills
- Can perform the job independently
- Recognizes and corrects things that are wrong
- Can answer all routine queries and questions

Client Orientation
- Sees colleagues and other departments as clients as well as external contacts
- Speaks and acts with respect towards clients
- Makes changes to help clients when their needs change
- Exhibits ability to relate with offices and external contacts with diplomacy and proper decorum

Achieving Results
- Manages time to ensure work is completed to deadlines and targets
- Prioritizes to ensure important deadlines are met
- Manages obstacles to getting work done

Working Together
- Regularly assists others in their work
- Has supportive and cooperative relationships with other colleagues in the team
- Complements the work of other team members

Learning and Knowledge Sharing
- Learns new things and keeps knowledge and skills up to date
- Volunteers for training and development
- Explains new methods of work to colleagues and voluntarily shares useful information

Vice President (Finance and Administration)

The Asian Development Bank's vision is a region free of poverty. Established in 1966 and headquartered in Manila, Philippines, ADB's multicultural staff come from over 50 member countries. ADB's Headquarters in Manila generally recruits its administrative staff locally from the Philippines. ADB offers a highly competitive salary and benefits package applicable to local staff. While the position advertised is for ADB Headquarters in Manila, Philippines, ADB staff must be prepared to serve in any location outside its Headquarters at the discretion of Management.

Apply electronically, quoting Ref. No. EXT-AS08-175(2)-VPFA and job title on subject line and attaching application form to email address LS-jobs@adb.org no later than 20 October 2008, 5:00 p.m., Manila time.

Due to the volume of applications, ADB will not be able to respond to inquiries about application status and will only contact shortlisted candidates. Applications from qualified ADB staff will be considered before external applications.

Applications lacking the job reference number and job title or using the wrong e-mail address will not be considered.