Administrative Assistant

Organizational Setting and Reporting Relationship

• The position of Administrative Assistant is assigned to the HR Business Partners Division (BPHP) within the Budget, People, and Management Systems Department (BPMSD). You will be based at our Headquarters in Manila, Philippines.
• You will report to designated International Staff and senior National Staff.

Your Role

• As an Administrative Assistant, you will be assigned to various departments/divisions requiring temporary assistance to support their operations. You will perform administrative and operational support services for various activities to support assigned initiatives or projects of the division. You will also be tasked to coordinate knowledge dissemination activities, database management, and other administrative and operational functions.

You will:

• Ensure that all correspondence and documents for supervisors are properly drafted, prepared, and submitted on time and in compliance with ADB’s standards.
• Provide administrative support by screening external calls and answer inquiries or route them to respective staff within department.
• Ensure the effective coordination of supervisors’ schedules through efficient scheduling across offices and global time zones, including effective prioritization and resolving conflicts of competing demands. Respond to internal meeting requests on a timely basis.
• Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.
• Ensure the office filing systems and records (both electronic in SharePoint and physical) are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Depending on the assigned department, may be asked to assist in project processing, editing publications, basic accounting and treasury operations, HR administration, procurement, and research to support assigned initiatives or projects of the division.
• As required, may compile statistical data, prepare reports, and perform research assignments.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree in Business Administration, Psychology, Accounting, Human Resources, Public Administration, Social Sciences, or any related fields.
• At least 5 years relevant experience
• Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint, SharePoint)
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex)
• Excellent administrative and organizational skills with attention to details
• Good memo composition and editing skills
• Good interpersonal skills and ability to work with individuals from different cultural/national background Ability to manage priorities and workload, handle sensitive information with confidentiality, and make procedural decisions and judgments.
• Able to work collaboratively with teams as a constructive team member
• Good oral and written communication skills in English
• Please refer to the link for the ADB Competency Framework for Administrative Assistant level 4.

Source: https://www.adb.org/careers/240638