Senior Administrative Services Assistant (Budget and Coordination)

Job Purpose:

To assist in the coordination of administrative activities of the Office of Administrative Services (OAS); consolidate information/data across OAS’ operations; and perform a range of well-defined routine administrative duties, i.e. providing statistical and analytical support to overall budgetary and personnel related activities; special projects and other administrative requirements of OAS.

Expected Outcomes

Budget Monitoring

• Assists in the preparation and monitoring of OAS’ annual and mid-year budget by consolidating and verifying the accuracy and completeness of data of divisional submissions for administrative expense, business travel; staff consultant, representation, and overtime. Assists in the preparation of accrual reports in coordination with OAS business divisions/ units.

• Regularly updates schedule on monitoring of actual budget utilization against projected budget allocations; prepares and updates budget requests, mid-year review, and actual expenses; prepares periodic progress reports.

• Assists in monitoring the department’s utilization of budget in close coordination with budget counterparts of the divisions and prepares monthly report. Assists in addressing budget monitoring related-queries and concerns from OAS budget coordinators. Reviews departmental budget utilization and provides analytical inputs.

Database Maintenance

• Contributes to business process improvement by participating in systems improvement initiatives and activities.

• Assists in coordinating progress review requirements of projects and in developing an effective system to monitor the progress of process improvement projects of the department (e.g. Six Sigma).

• Assists in coordinating the training requirements and needs of staff and in updating the progress report in the OAS Website.

Personnel Administration

• Provides support to the Administrative Services Coordinator (Planning and Coordination) in the review of applicants shortlisted by BPHP for appointment, promotion, transfer, temporary placements, resignations and the like and candidates summoned by the Interview Panels for appointment or promotion.

• Participates in the review of performance evaluation reports during the annual PER exercise, and of six months evaluation and end of probationary period.

• Contributes to the effective maintenance of database of quarterly information technology nominations from divisions. Assists in the efficient administration, organization and update of records of the personnel filing system.

Office Administration and Coordination

• Ensures that the 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 schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.

• Prepares mission authorization requests.

• Ensures that the supervisor’s instructions are passed on to all concerned staff for proper action and monitoring the status of replies.

• Liaises with ADB staff inside 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 junior administrative staff and administrative assistants.

• Provides administrative assistance to various activities in OAS such as special projects, work programs, etc.

Others

• Performs other duties that may be assigned and reflected in the incumbent’s work plan.

Educational Requirements:

• Bachelor's degree, major in Finance, Accounting or related field.

Relevant Experience And Other Requirements:

Work experience

• At least 5 years of relevant professional experience.

Technical knowledge

• Working knowledge of assigned area
• Good understanding of the interactions between different work areas and relevant workflow and their purposes
• Working knowledge of ADB policies, guidelines and procedures
• Good knowledge of processing and project administration activities
• Proficient in ADB standard software programs and information technologies
• Good analytical thinking and set priorities of tasks in order of importance

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.