Institutional and Operations Coordination Assistant

The Institutional and Operations Coordination Assistant will perform full range of technical and operational services for BPOD and SC. He/She will facilitate strategic discussions between SC and ADB departments and units on staff concerns, consolidate data and information for reports, perform preliminary review of documents, manage project timelines, and ensure compliance with organizational policies such administrative orders and departmental guidelines.

The incumbent will report directly to Deputy Director General, BPMSD with inputs from Chair of the ADB Staff Council (SC).

• Ensure effective coordination of Staff Council meetings and activities; monitor and follow up on action items discussed in interdepartmental meetings; ensure SC officers and department representatives are informed of agenda items; prepare correspondences and documents that are compliant with ADB standards.
• Assist in drafting and preparation of SC Annual Report, presentations, and other communication materials for both BPOD and SC.
• Ensure secure handling of sensitive information in compliance with organizational policies.
• Coordinate and follow up with relevant staff to ensure timely submission of assignments and reporting requirements.
• Prepare minutes of SC meetings including meetings with other departments and offices in ADB (e.g., BPMSD, OAS, etc.)
• Ensure that the Staff Council filing systems and records are properly maintained for easy retrieval and effective monitoring of deadlines.
• Maintain record of correspondence with counterpart Staff Council/ Associations at other international financial institutions such as EBRD, the World Bank, IMF, IADB, EIB and with the Association of Former Employees of ADB (AFE-ADB).
• Assist in the conduct of surveys through MS Forms, Survey Monkey, or equivalent online platforms.
• Collate and compile data and information as necessary to produce timely and accurate reports for BPOD and SC.
• Ensure all logistical requirements for BPMSD and SC meetings and events are efficiently and effectively arranged by assisting in the planning and organization.
• Ensure that all correspondence and documents for supervisor are correctly prepared in compliance with ADB standards. Independently compose and send out routine communication.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications:

• Bachelor’s degree
• At least 5 years of relevant work experience
• Excellent command of written and spoken English with good analytical skills
• Advanced computer skills with sound knowledge of common word processing, spreadsheets and graphics software used in
• big organizations
• Good understanding of multilateral development bank’s purpose=
• Ability to handle sensitive information in compliance with organizational policies
• Good coordination and interpersonal skills
• Ability to work with minimum supervision and exercise judgement on matters of confidentiality and those requiring urgent attention
• Ability to work with individuals from different cultural/national backgrounds
• Please refer to the link for ADB Competency Framework for Administrative Staff level 4.

Source:  https://www.adb.org/careers/240530