Employment

Policy and Strategy-related Work
Coordinates and monitors milestone processing events of policy and strategy-related papers. Reports any delay in the processing of policy and strategy-related papers to Director.

Knowledge Dissemination Outputs and Activities
Coordinates and monitors the division's knowledge products under preparation and reports any delay in the processing of knowledge products. Coordinates and monitors the division's Technical Assistance (TAs) under processing and coordinates with other staff to ensure Project Processing Information System (PPIS) updating. Checks regularly Technical Assistance Progress Report (TAPR) and Technical Assistance Information System (TAIS) database for progress on TA under implementation. Creates and maintains a calendar of the division's knowledge dissemination activities.

Database/Website/Publications Management
Collects, compiles and analyzes relevant information and data related to the division to produce reports as required. Assists in archiving divisional comments on operational document. Ensures that the publications of the division are in order and follows a system for easy retrieval. Supervises the operations of assistants in the updating of divisional databases and websites, and ensures that the databases and websites reflect accurate information. Ensures that the RSDD intranet calendar is regularly updated for division's activities and reflecting accurate information.

Communications and Document/Information Flow
Ensures all correspondences and documents for Director's signature are correctly prepared and in compliance with ADB standards. Ensures all incoming mail and documents are logged, correctly assigned to staff and distributed on a timely basis, and that outgoing mails/faxes are delivered on time; monitors and checks the flow of documents for effective monitoring of division deadlines. Circulates documents for comment within the division. Informs staff of instructions from Director, schedules and prepares arrangements for division meetings, and prepares meeting minutes.

Internal and External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, referring the caller to the concerned staff, and establishing the nature of priority of requirements of unexpected visitors. Ensures effective coordination of Director's calendar/schedule of mission/leave and inputs it in the RSDD's staff-out-of-office log. Ensures effective OIC arrangements during Director's absence.

Office Administration
Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to operations assistants. Acts as coordinator for Budget Monitoring Control System (BMCS) for budget monitoring and Leave Management System for attendance monitoring. Ensures adequate stocks of office supplies and computer requirements for the division.

Others
Performs 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 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 within ADB; familiarity with computer system used generally in ADB.

Good coordination and interpersonal skills. Ability to coordinate proper distribution of tasks among other operations 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 ADB's procedures, formats and standards relevant in the performance of assigned 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
- Find ways around obstacles to getting work done

Working Together
- Regularly assists others in their work
- Has supportive and cooperative relationships with others 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-AS09-250(2)-RSGS and job title on subject line and attaching application form to email address LS-jobs@adb.org no later than 6 November 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 lacking the job reference number and job title or using the wrong e-mail address will not be considered.