fbpx 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).

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB's mission is to reduce poverty and promote sustainable economic growth in the region. ADB's main instruments for helping its developing member countries are policy dialogue, loans, equity investments, guarantees, grants, and technical assistance.

ADB only hires nationals of its 68 member countries.

The position is assigned in the Office of the Principal Director (OAOD) within the Office of Administrative Services (OAS).

OAS manages the building, facilities and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.

OAOD comprises teams responsible for supporting the PD in planning and coordinating the department work program, budget, human resource management, IT coordination and internal communications for all divisions.

To view ADB Organizational Chart, please click here.

Job Purpose

The Executive Assistant provides administrative assistance to PD, OAS in a range of areas including communication and liaison within OAS, with other departments and external agencies; and assists in confidential matters. The incumbent will report to PD, OAS.

Responsibilities

  • Provides efficient screening of queries from callers and visitors and ensures follow-up of specific queries.
  • Attends to unexpected visitors and ensures that they are referred in a timely manner to the concerned staff/appropriate party.
  • Draft and prepares memos, correspondences, and presentations for the supervisor and ensures all documents are in compliance with ADB standards. Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines.
  • Ensures all incoming mail is properly recorded, distributed and brought to the attention of concerned staff and delivered on time.
  • Monitors progress/status of confidential matters/documents requiring immediate action for timely completion of required action.
  • Ensures that the supervisor's instructions are passed on to concerned staff for proper action and monitors the status of action taken.
  • Liaises with ADB staff inside and outside the work area, executing agencies and external stakeholders as required.
  • Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and administrative assistants.
  • Ensures office filing systems and records are properly maintained and updated in accordance with an existing framework.
  • Manages the supervisor's schedule and ensures that appropriate arrangements are made for meetings, travels, accommodation and events including preparation of mission authorization requests, and travel request and authorization.
  • Assists in the logistical requirements of department activities and programs.
  • Compiles and prepares briefing/progress reports for supervisor as requested and assists in monitoring progress/status of work programs.
  • Performs other duties as may be assigned by the immediate supervisor.

Qualifications

Relevant Experience & Requirements

  • Bachelor's degree
  • Minimum of 5 years work experience as an executive assistant or other relevant administrative support experience
  • Thorough understanding of ADB organization and in-depth knowledge of ADB's diverse procedures and operations is preferred
  • Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software
  • Familiarity with operational and administrative procedures and full understanding of the interactions between different ADB work areas and relevant workflows is preferred
  • Strong coordination, interpersonal and diplomatic skills, and supervisory skills.
  • Ability to exercise judgment on matters of confidentiality and those requiring urgent attention
  • Proven ability to work independently and organize a daily workload by priorities
  • Ability to write clearly with excellent written and verbal communication skills in English
  • Ability to work with individuals from different cultural/national backgrounds
  • Please refer to the link for ADB Competency Framework for Administrative Staff Levels 6-7.

General Considerations

The selected candidate is appointed for an initial term of three 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.

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.