Associate Secretariat Coordinator

As an Associate Secretariat Coordinator, you will perform full administrative and coordination services of a responsible and confidential nature in the Office of the Secretary, with your main responsibility being support for the ADB 2012 Accountability Mechanism Policy Review.

You will:

 Coordination:

• Coordinate with departments and offices in ADB, and external stakeholders, and keep supervisors informed.
• Review all documents and information for accuracy and completeness and advise the supervisor as relevant.
• Prepare concise drafts of relevant documents and messages, in compliance with ADB’s Handbook of Style and Usage.

Calendar/Logistics:

• Coordinate and arrange meetings for the Board-Management Working Group with Board assistants.
• Manage the supervisor’s calendar and ensure efficient scheduling across offices and global time zones, including prioritization and resolving conflicts of competing demands. Respond to internal meeting requests promptly.
• Help prepare relevant documents and materials for the meeting/briefing/mission. Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.

Office Administration:

• Maintain a professional and organized office set-up, including an organized e-filing system in SharePoint, stocks of office supplies, and document workflow processes.

Others:

• Provide support to the SEC front office, including back-up support to the Executive Assistant, when needed.
• Provide administrative support to Board Committee meetings, when needed.
• Provide support to the management of events, including the Annual Meeting of the Board of Governors, when needed.
• Support SEC’s knowledge management activities, and other projects, when needed.
• Perform any other tasks as may be required and reflected in the work plan.

Qualifications:

You will need:

• Bachelor’s degree in business administration, communications, or related fields.
• At least 5 years of relevant professional experience.
• Work collaboratively within teams as a constructive team member and coordinate across teams.
• Demonstrated client orientation; sensitized to working in a diverse and multicultural environment
• A high degree of integrity in handling confidential matters.
• Proficient in standard software programs used in multilateral organizations.

Source: https://www.adb.org/careers/250016