Associate Administrative Coordinator

Your Role

As an Associate Administrative Coordinator, you will provide operational support to Head, ORM for the smooth administration of the office; perform coordination and administrative work for the front office; coordinate and facilitate inter-departmental activities; and assist in organizing ORM-wide activities.

You will:

• Coordinate ORM’s participation in relevant activities involving internal committees and working groups and external institutions. Coordinate with partner departments/offices and stakeholders with respect to investment committee matters requiring Head, ORM’s participation and action.
• Contribute to the development of databases, systems, and procedures to ensure the efficient monitoring and retrieval of information.
• Assist in gathering and consolidating inputs to briefing notes, reports, and presentations, for Head, ORM.
• Serve as departmental focal for intra-departmental communication and coordination and on ADB wide initiatives as designated by Head, ORM (e.g., myBC, TMS).
• Assist in the preparation of the annual and midyear budget requirements for RMOD as alternate budget coordinator.
• Assist in processing requests for the procurement of goods and/or services in eProc.
• Support in arranging and coordinating ORM-wide activities such as staff meetings, retreat/ team building, and other ORM events/gatherings.
• Provide support in assigned TA administration tasks related to consultant engagement and contract administration; assist in the processing of TA advance requisition and liquidation of expenses. Coordinate ORM’s inputs to information requests relating to TA administration.
• Support Head, ORM on appropriate arrangements for meetings, travel, accommodation, and events. Prepare and submit complete and accurate documents relating to meetings, mission travels, and other events.
• Manage document requests, ensure proper dissemination, monitor actions required, and ensure timely submission.
• Respond to memos/correspondence/emails on behalf of supervisor and ensure that all final correspondence and documents are prepared in compliance with ADB’s standards.
• Carry out other logistical and administrative tasks as are reasonably assigned in consonance with the role.
• Act as mentor and provide support on the application/interpretation of work procedures, guidelines, and formats to other junior administrative staff.
• Perform any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree
• Minimum of 5 years of relevant professional experience.
• Strong coordination, attention to detail, interpersonal, and diplomatic skills.
• Excellent written and verbal communication skills in English.
• Ability to work independently and maintain composure under pressure and manage priorities and workload with a general schedule of work, instructions, and standardized practices.
• Ability to work collaboratively with teams as a constructive team member.
• Ability to exercise judgment on matters of confidentiality and those requiring urgent attention, especially in the supervisor’s absence.
• Thorough understanding of ADB organization and in-depth knowledge of ADB’s diverse procedures and operations.
• Familiarity with operational and administrative procedures and full understanding of the interactions between different ADB work areas and relevant workflows.
• Good computer skills with sound knowledge of common word-processing, spreadsheets, and graphics software used within ADB.
• Good analytical thinking with ability to make simple causal links, pro-and-con lists, and analyses to reach a decision.

Source: https://www.adb.org/careers/240384