| Reference # | ADB-HR-13-0616 |
|---|---|
| Position Title: | Senior Results Management Assistant |
| Department | Strategy and Policy Department |
| Division | Results Management Unit |
| Location | Manila, Philippines |
| Recruitment Type | National and Administrative |
| Date Posted | 1 October 2013 |
| Closing Date | 15 October 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT) |
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.
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.
Work experience
- At least 5 years of relevant work experience
Technical knowledge
- 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
Application of Technical Knowledge and Skills
Client Orientation
Achieving Results and Problem Solving
Working Together
Communication and Knowledge Sharing
Innovation and Change