Employment

Research and Report Preparation
Undertakes analytical research, compiles and prepares briefing, progress or ad-hoc reports for supervisor as requested. Monitors the progress and status of work programs of business units. Attends the weekly division meeting and prepares the summary of discussion and updates on issues.

Under the supervision of the Administrative Officer, monitors the OAIS business units’ work programs linked to the sectional and divisional Balanced Scorecards. Assists in data gathering for operations review and analysis. Coordinates with budget focal points to obtain budget utilization figures on a regular basis. Ascertains that utilization figures were arrived at using sound basis and are reasonably accurate. Assists in the preparation of the annual budget of the Division.

Communications/Internal and External Contacts/Follow-up
Provides efficient screening of telephone calls and inquiries, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party. Ensures follow-up of specific queries.

Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB's standards. Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines. Ensures that all incoming correspondence are properly recorded, distributed and brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time. Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.

Coordination
Ensures that the supervisor's instructions are given to concerned staff for proper action and may monitor the status of replies. Liaises with ADB staff within and outside the work area, agency personnel, contractors and service providers as required. Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to other administrative staff and administrative assistants. Manages, coordinates, and liaises with OAOD and DER for the timely and accurate posting of information in ADB Today.

Administrative Duties
Tracks the flow of documents with the use of database for effective monitoring to meet deadlines. Ensures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval. 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. 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.

Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and administrative assistants. Acts as coordinator for Budget Monitoring Control System (BMCS) for budget monitoring and (Leave Administration System) LVAD for attendance monitoring. Monitors the attendance of OAIS Professional staff and maintains a calendar of their annual leave plan. May relieve other Senior Administrative Assistants/Executive Assistants as directed.

Others
Performs any other duties as may be assigned.

Bachelor's degree

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

At least 5 years of relevant work experience.

Excellent command of written and spoken English.

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 coordinate proper distribution of tasks among other administrative assistants.

Ability to work with individuals from different cultural/national backgrounds.

Thorough understanding of the role and function of the division/office/department and a good general understanding of the organization's purpose.

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

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

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/national officers 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-AS09-164(2)-OAIS and job title on subject line and attaching application form to email address LS-jobs@adb.org no later than 13 July 2009, 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.