Associate Secretariat Administrator

Organizational Setting and Reporting Relationship

• The position of Associate Secretariat Administrator is assigned to the Office of the Secretary. You will be based at our Headquarters in Manila, Philippines.
• You will report to a designated International Staff.

Your Role

• As an Associate Secretariat Administrator, you will be responsible for overall support to Board administration and providing technical and administrative support to the Enforcement Appeals Committee (EAC).

You will:

Board Administration

• Review Board members’ travel requests (consultation visit, special travel, Board group visit, Board familiarization visit) and help ensure consistency in the application of procedures; coordinate the mission requirements with staff concerned including Board assistants, Regional Departments, and Resident Missions.
• Coordinate with the Regional Departments and prepare a quarterly list of operations missions available to Director’s Advisors (DAs) and share with DAs and Board assistants. Review and process DA travel requests.
• Thoroughly review all Concur Travel Requests and Claims and endorse them to the supervising International Staff.
• Coordinate the onboarding and offboarding of DAs.
• Coordinate the logistics for Board activities, including Board and Management retreat.
• Monitor the Board of Directors budget use and prepare data for analytics to improve budget administration.
• Prepare and maintain accurate filing in SharePoint of the Board member and DA missions.
• Update the e-Board chronology of appointment of Board members and DAs.
• Respond to routine Board queries on administrative and travel matters. Conduct research, and draft summary on relevant findings.
• Help update the Board Administration Handbook.
• Research and coordinate with other multilateral development banks to find measures to improve Board administration processes, including mission travel rules and practices.
• Provide back-up support to other members of the Board Administration Team in conducting general and mid-terms elections, onboarding and offboarding of Board members, and any other matters that may arise.

Enforcement Appeals Committee Secretariat

Under the guidance of the Assistant Secretary,

• Organize Enforcement Appeals Committee (EAC) meetings and oversee the preparation of reports and supporting documents for the meetings.
• Prepare EAC minutes and maintain evidence relied upon by the EAC.
• Update statistics and data on sanctions, appeals, reprimands, cautions; and create reports.
• Administer the selection, appointment, and renewal of EAC members, and monitor term expirations. Organize orientation for new EAC members and periodic training opportunities for continuing EAC members.
• Help manage EAC expenses, including submission of reasonable travel costs, compensation for external members and the EAC Consultant, and other expenses for payment or reimbursement.
• Update the EAC’s website with basic information on the EAC’s role, structural composition, governing provisions, and contact information; and ensure that EAC case summaries are available and highlight representative or notable decisions.
• Coordinate with the Integrity Enforcement Committee Secretariat.

Others

• Provide administrative support to Board Committee meetings.
• Provide support to the management of events, including the Annual Meeting of the Board of Governors.
• Support SEC’s knowledge management activities, and other projects.
• Perform other tasks as reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree preferably in Business Administration, Economics, Finance or Management
• At least 5 years of relevant experience
• High degree of integrity and ability to deal with confidential matters.
• Skills in presenting, communicating, and writing in English
• Proficient in MS Office applications, and familiarity with computer systems used in multilateral organizations.
• Proficient in working diplomatically with individuals at all levels.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 6.

Source: https://www.adb.org/careers/240579