Employment

To perform clerical and administrative support in assigned work area of SEC under general supervision of a Principal Board Operations Specialist of the Board Operations Unit.

Board of Governors (BOG) Services

Maintains membership files and updates the files as required. Provides research support in addressing issues related to membership in ADB.

Maintains official ADB BOG directories and Channels of Communication. Monitors appointments of Governors and Alternate Governors, and prepares necessary communications. Coordinates with the Board of Directors (BOD) offices for regular updates of the database and web pages.

Supports the organization of postal voting on Governor’s Resolutions, and elections of Directors and President: Prepares draft documents to BOG; and arranges dispatch when finalized. Monitors voting process through follow-up on responses and responding to inquiries from BOG/BOD; Tallies votes and determines percentages of support, abstention and opposing votes.

Prepares draft briefing notes for The Secretary on visiting Governors and Alternate Governors.

Assists in preparing Board papers on Annual Meetings and BOG reports and other relevant documents. Provides off-site assistance to the Annual Meeting Business Proceedings Unit.

BOD Services

Informal Board Seminars: Ensures that Guidelines are observed through providing advices and responses to staff inquiries. Coordinates schedules and logistical requirement with concerned departments. Circulates notices and background materials to BOD. Provides support to departments concerned to make sure that sessions run smoothly.

Development Effectiveness Committee of the Board: Assists in drafting Chair’s Summaries of meetings, and in finalization for circulation and public disclosure. Assists in drafting and circulating DEC Annual Reports. Supports the drafting of the DEC Work Program annually, and updates it from time to time. Coordinates with OED and MDG’s Office on various DEC concerns. Custodianship of confidential administrative files. Provides in-depth research and technical support on various issues and concerns.

Other Committees of the Board: Assists in the processing of biennial and midterm appointments to the Audit, Budget Review, Compliance Review, Development Effectiveness and Ethics Committees of the Board. Anticipates vacancies, and maintains databases and webpage contents. Provides research support on related issues and concerns. Back-up support to the secretariat of the Budget Review committee.

Board Planning Meetings: Assists in preparing background materials for the Board, and consolidates data as references for the discussion of bunching issues. Coordinates logistical arrangements, and ensures that meetings run smoothly. Responds to inquiries from staff.

Board Calendar: Assists in planning and monitoring the Board Calendar, covering various activities of the Board. Responds to queries from staff, and updates the eBoard.
Provides back-up support.

Other Research Support

Provides research support in addressing issues related to ADB Charter/By-Laws and Rules of Procedures of BOG and BOD.

Drafts responses to queries from Board, Management, staff and external clients on Board operations, as required.

Back-up support in carrying out other operations of the Board Operations Unit of OSEC, including remunerations of the President, Vice Presidents and Board Members including Remuneration Committee Meetings, appointments of new Vice Presidents, etc. Performs any other duties as may be required.

Bachelor degree

Suitability to undertake the responsibilities at the required level.

5 years related experience.

Ability to make decisions within defined parameters.

Ability to meet deadlines, manage own time according to work load and plan ahead according to given tasks.

Able to work with minimum supervision and set priorities.

Good command of written and spoken English.

Has practical skills required to perform assigned tasks, and knowledge of commonly used computer software in a multilateral institution, and specific software such as MS Visio, Events Pro and Pagemaker.

Knowledge of a multilateral institution's procedures, formats and standards, and experience in finding information within the organization.

Ability to accurately produce statistics, lists and reports. Ability to update information in Excel sheets and different databases, eBoard and seminar website proactively.

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 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

Designated Professional Staff and/or National Officers.

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-AS08-183(2)-OSEC and job title on subject line and attaching application form to email address LS-jobs@adb.org no later than 27 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.