Senior Legal Operations Assistant

Job Purpose:

To assist in coordinating the projects and other assignments of the Assistant General Counsel, and perform a range of well-defined clerical and administrative duties; handle documents and information of confidential and/or sensitive nature.

Expected Outcomes

Correspondence and Documentation Production

Assists in preparation of various documents such as various ADB policies and other legal opinions; and routine correspondence (e.g. memoranda, letters and faxes). Assists in preparation of materials for seminars (e.g. Microsoft PowerPoint presentations and transparencies).

Legal Documents and Information Monitoring

Maintains and updates the following databases: document log system, OGC Deskbook, Law Firms for Private Sector Operations, and OGC Legal Information System (LIS), all of which serve as information center for OGC staff. Maintains and updates OGC Model Loan Documents in common drive for Office-wide use. Generates statistical reports for OGC Management on lawyer assignments when needed.

Office Administration

Work closely with other legal operations assistants, ensuring conformity on application/interpretation of office systems/procedures, guidelines and formats; liaises with counsels and legal operations assistants on meeting and travel schedules; and coordinates arrangements relating to visits to ADB of local and international counsels. Sorts incoming mail and distributes papers for information or action to assigned counsels. Assists in assignment of project matters by monitoring and advising the Assistant General Counsels of previous and current assignments, specialization, sector and country work and particular counsel interests.

Tracks the flow of documents for action in respective Regions with use of database for effective monitoring to meet deadlines. Maintains/updates Region processing charts by coordinating with other departments, counsels and legal operation assistants. Oversees maintenance of centralized filing of all Region project files, including file management and retirement and maintains/updates OGC's shelf sets for Region projects including amendments to loan documents. Maintains back-up files for projects under processing, including working files for special assignments.

Administrative Duties

Takes dictation and transcribes; schedules/coordinates appointments; provides efficient reception services proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff; ensures the effective coordination of supervisor’s' schedules by maintaining his/her diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisor and in accordance with ADB procedures.

Research

Assists the Assistant General Counsels in gathering information from books, documents and other publication from various sources, including the Main Library, OGC Library, and the Internet, as legal and/or background materials for project and non-project matters.

Others

Performs other duties as may be assigned such as assisting in preparation of various policy papers/briefing notes/speeches, organizing annual meeting seminars, and participating on the OGC secretariat for ADB-sponsored symposia/seminars.

Educational Requirements:

• Bachelor's degree, preferably in business administration, commerce, management, accounting or other relevant discipline.

Relevant Experience And Other Requirements:

Work experience
- At least 5 years relevant work experience.

Technical knowledge
- Proficiency in ADB standard software applications required.
- Familiarity with ADB and OGC database system is an advantage.
- Excellent typing skills.
- Ability to operate transcription devices preferred.
- Good knowledge of stenography is an advantage.

People and leadership skills
- Good working knowledge of ADB's organization and policies, procedures and practices.
- Thorough understanding of the role and function of OGC.
- Excellent command of written and spoken English, including good composition, editing and proofreading skills.
- Good interpersonal and communication skills.
- Ability to work with individuals from different cultural/national backgrounds.
- Strong ability to handle sensitive information requiring confidentiality and to exercise judgment of matters requiring urgent attention.
- Ability to work independently and with minimum or no supervision, and maintain composure under pressure.
- Ability to manage priorities and workload with general schedule of work, instructions and standardized practices.
- Ability to oversee activities and delegate administrative responsibilities promptly.
- Suitability to undertake the responsibilities mentioned above at the required level.

Core Competencies:

Technical Knowledge and Skills

• Able to perform all aspects of the job without help
• Recognizes and corrects things that are wrong
• Able to answer all routine queries and questions

Client Orientation

• Sees colleagues and other departments as clients as well as external contacts
• Always 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

Immediate Reporting Relationships / Other Information:

• Supervisor: Assistant General Counsel