Employment

To perform secretarial services and administrative functions of a responsible and confidential nature in the office of the Board of Directors.

Mail/Written Communications/Follow-up
Responds to memos/correspondence on behalf of the Director’s Advisors/Alternate Director and produces draft replies for less complex issues. Ensures that all final correspondence and documents for supervisors are correctly typed and prepared. Ensures all ADB documents are prepared and transmitted to authorities in capitals of constituency member countries, including Governors of ADB, to embassies/consulates and to other agencies in a timely manner. Ensures that all incoming mail is properly distributed and promptly attended to and outgoing mail is delivered on time.

Oral Communications/Internal & External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from authorities in capitals of constituency member countries, embassies/consulates and other agencies of constituency member countries, consultants, businessmen, NGOs, and media representatives, and others, establishing the nature and priority of requirements of unexpected visitors to ensure that they are attended to in a timely manner.

Calendar/Travel
Provides administrative support relating to the daily and long term schedules of the Director’s Advisors/Alternate Director and ensures appropriate arrangements are made for meetings, travel, accommodation and events.

Coordination/Supervision
Ensures that Director’s Advisors’/Alternate Director’s instructions are passed on to appropriate ADB staff for proper action and monitors the status of replies. Liaises with authorities in capitals of constituency member countries, embassies/consulates, and other agencies of constituency member countries and ADB staff at headquarters and resident missions. Coordinates visits and provides assistance to needs of visitors to ADB and Director's office from authorities in capitals of constituency member countries and other agencies and representatives from business, NGOs, and media in their presentation and meetings with ADB. Makes arrangements for delegations from constituency member countries for their participation in official ADB meetings.

Office Administration
Performs other tasks which involve a wide scope of ADB-related responsibilities and wide knowledge of ADB's administrative arrangements and those of authorities of constituency member government's requirements. Handles classified information in accordance with security arrangements of ADB and of constituency member governments. Ensures the office filing systems and records are properly maintained and updated in accordance with existing ADB and Director's office requirements.

Data Analysis and Report Generation
Under direction, compiles statistical data, prepares reports, and performs research assignments for authorities of constituency member countries and for the Director’s Advisors/Alternate Director. Compiles and prepares briefing/progress reports for supervisor as requested.

A Bachelor degree

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

At least 5 years of work experience

Excellent typing skills. Knowledge of stenography would be useful. Excellent command of written and spoken English. Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used within a multilateral institution; familiarity with computer system used generally in multilateral institutions. Strong coordination, interpersonal and diplomatic skills. Thorough understanding of a multilateral institution’s organization and in-depth knowledge of its diverse procedures and operations and ability to brief and explain these to incoming Director’s Advisors/Alternate Director. Ability to work independently and on flexible hours to accommodate time-zone differences of some capitals of constituency member countries. Must have a strong sense of urgency and ability to make decisions. Sensitivity to work effectively with individuals from different cultural, national, and linguistic backgrounds.

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

Achieving Results
- Manages time to ensure work is completed according to deadlines and targets
- Prioritizes tasks 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

Director’s Advisors and/or Alternate Director

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-AS08-182(2)-BSS and job title on subject line and attaching application form to email address LS-jobs@adb.org no later than 24 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.