Job Purpose:

Performs full secretarial services of a responsible and confidential nature for a Department Head. Coordinates inter-departmental administrative activities.

Expected Outcomes

- Mail/Written Communications/Follow-up

Ensures that all correspondence and documents for supervisors are correctly typed and 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 mail is 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.
- 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 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.
- Calendar/Travel

Manages the schedule and ensures that appropriate arrangements are made for meeting, travel, accommodation and events. Prepares mission authorization requests.
- Coordination/Supervision

Ensures that the supervisor's instructions are passed on to all concerned staff for proper action and monitors the status of replies. Liaises with ADB staff inside and outside the work area, executing agencies and donor countries as required. Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and administrative assistants.
- Office Administration

Ensures that the office filing systems and records are properly maintained and updated in accordance with an existing framework.

Monitors leaves, attendance, overtime utilization, and staff mission as required.
- Data Analysis and Report Generation

Compiles and prepares briefing/progress reports for supervisor as requested. Monitors progress/status of work programs.
- Others

Performs any other duties as may be required and reflected in the incumbent’s workplan.

Educational Requirements:

Bachelor’s degree

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant experience.

Technical knowledge

• Excellent typing skills. Good knowledge of stenography will be useful.
• Strong coordination, interpersonal and diplomatic skills
• Thorough understanding of ADB organization and in-depth knowledge of ADB's diverse procedures (as they relate to secretarial work) and operations
• Ability to work with individuals from different cultural/national backgrounds.
• Familiar with operational and administrative procedures and full understanding of the interactions between different ADB work areas and relevant workflows
• Proficient in ADB standard software programs and information technologies

People and leadership skills
- Able to liaise and work effectively with staff within own work location and throughout ADB
- Able to work collaboratively with teams as a constructive team member
- Excellent oral and written communication skills in English

Core Competencies:

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

Supervisor: Designated International Staff and senior National Staff