Job Purpose:

To perform a full range of secretarial services for an international staff member at deputy or manager level. Helps coordinate administrative activities for a division/office/department.

Expected Outcomes

Mail/Written Communications/Follow-up

Ensures that all correspondence and documents for supervisor are correctly typed and prepared in compliance with ADB's standards. Independently composes and sends out routine letters. Drafts more complex correspondence for signature of supervisor. Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.

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 the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.

Calendar/Travel

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.

Office Administration

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

Tracks the flow of documents with the use of database for effective monitoring to meet deadlines.

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. May relieve other Senior Administrative Assistants/Executive Assistants as directed.

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.

Coordination

Coordinates the various activities such as meeting arrangements of a division/office/department to ensure that the supervisor's instructions are passed onto the concerned staff.

Data Analysis and Report Generation

Collects, compiles and analyzes relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed.

Others

Performs other duties as may be assigned 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 work experience

Technical knowledge

• Working knowledge of assigned area
• Excellent typing skills
• Effective report-writing and communication skills in English and the national language (as required)
• Proficient in ADB standard software programs and information technologies

- Good coordination and interpersonal skills
- Ability to coordinate proper distribution of tasks among other administrative staff
- 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 exercise judgement on matters of confidentiality and those requiring urgent attention

People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Excellent command of written and spoken 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