Executive Assistant | Asian Development Bank

Executive Assistant

IMPORTANT INFORMATION:

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB. 1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date.

Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first performance review after staff has completed at least one full year in the new level, they will return to the level occupied immediately prior to their appointment in the new position.

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 67 members, 48 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 67 members.

The position is assigned in the Office of the Director General (SEOD) within the Southeast Asia Department (SERD). The department covers operations in Brunei Darussalam, Cambodia, Indonesia, the Lao People's Democratic Republic, Malaysia, Myanmar, the Philippines, Singapore, Thailand, and Viet Nam. SEOD provides overall support to the SERD management in terms of programming, portfolio management, results monitoring, and implementation of ADB's long-term strategic framework to deliver projects that create economic and development impact in the region.

To view ADB Organizational Chart, please click here.

Job Purpose

The Executive Assistant will perform full secretarial services for the Head of Department. S/he will coordinate inter-departmental administrative activities. The incumbent will report to the Head of Department, designated International Staff and/or senior National Staff.

Responsibilities

  • Ensure that all correspondence and documents for supervisors are correctly typed and prepared in compliance with ADB's standards.
  • Respond on behalf of the supervisor to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines.
  • Ensure 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.
  • Monitor progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
  • Provide efficient administrative 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 they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.
  • Manage the schedule and ensures that appropriate arrangements are made for meeting, travel, accommodation and events. Prepares mission authorization requests.
  • Liaise with ADB staff inside and outside the work area, executing agencies and donor countries as required.
  • Provide assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff.
  • Ensure that the office filing systems and records are properly maintained and updated in accordance with an existing framework.
  • Compile and prepare briefing/progress reports for supervisor as requested.
  • Perform other tasks as assigned and reflected in the incumbent's work plan.

Qualifications

Relevant Experience & Requirements

  • Bachelor's degree in a relevant discipline
  • At least 5 years of relevant professional experience.
  • Strong coordination, interpersonal, and diplomatic skills.
  • Able to work with individuals from different cultural/national backgrounds.
    • 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 command of written and spoken English.
  • Working knowledge of ADB policies, guidelines and procedures.
  • Proficient in spreadsheets and required information technologies.
  • Able to provide guidance to other AS staff on assigned area of work.
  • Please refer to the link for ADB Competency Framework for Administrative Staff.

General Considerations

The selected candidate is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

This vacancy is a local staff position. It is open only to nationals and residents of the Philippines.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.