Associate Secretariat Coordinator

The position of Associate Secretariat Coordinator is assigned to the Office of the Secretary. SEC is responsible for providing strategic and operational support to ADB, the Board of Governors, and the Board of Directors. You will be based at our Headquarters in Manila, Philippines.

You will report to designated International Staff.

Your Role

As an Associate Secretariat Coordinator, you will perform a wide range of support functions in managing high-level events led by SEC, mainly the ADB Annual Meeting of the Board of Governors.

You will:

• Arrange logistics of Annual Meeting preparatory missions, meetings, and briefings to the Board, Management, and Staff; prepare meeting and presentation materials; and conduct briefings to host country personnel.
• Draft terms of reference and agreements with resource persons and consultants, and administer their contracts.
• Facilitate the procurement of goods and services in compliance with internal procedures, systems, and guidelines, and administer approved contracts.
• Process claims and requests for payments to consultants, contractors, and suppliers.
• Review travel requests and expense reports for all mission travels under Board of Governors budget.
• Organize feedback sessions on Annual Meeting, prepare survey questions, summarize results, and prepare action plans.
• Coordinate administrative and logistical arrangements on various areas of the Annual Meeting, including protocol.
• Assist in updating the Greenbook and other Annual Meeting documents.
• Coordinate the digital marketing tools of the Annual Meeting with relevant departments and units, manage the Annual Meeting website and mobile application, coordinate with the Department of Communications and Knowledge Management any changes to the content, and ensure that the information is updated.
• Provide administrative support to Board Committee meetings.
• Support the department’s knowledge management activities and other projects and initiatives assigned by the Assistant Secretary.
• Perform other duties as may be assigned and reflected in the incumbent’s work plan.

Qualifications

You will need:

• Bachelor’s degree in Business Administration, Communications, or related fields; preferably with experience and/or training on events management.
• At least 5 years of relevant experience.
• Excellent written and verbal communication skills in English.
• Proficient in MS Office applications, and familiarity with computer systems used in multilateral organizations.
• Good interpersonal and communication skills. Ability to work collaboratively within teams as a constructive team member, and liaise and work effectively with individuals from different cultural backgrounds. Can interface effectively and diplomatically with clients and other departments.
• Ability to respond to client demands with a combination of tact and firmness. Can maintain composure under pressure
• Ability to propose solutions to minimize delays and setbacks in completing work and can locate relevant information to expedite workflow. Can adopt new policies, systems, and processes in a timely fashion.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 6.

Source: https://www.adb.org/careers/240480