IT Assistant

The position of IT Assistant is assigned to the IT Finance and User Services Division (ITFS) within the Information Technology Department (ITD). You will be based at our Headquarters in Manila, Philippines.

ITD enables ADB’s digital agenda and supports the Bank’s global operations. The department delivers digital innovation, IT infrastructure, services, and solutions, and provides tools and knowledge platforms to 6,000+ users in ADB’s Headquarters and 40+ field offices (FOs) in Asia and the Pacific.

ITFS manages the end-user IT services and key administrative functions that support the day-to-day business of ITD. It is responsible for maximizing the value of IT for the end users through effective user support and continuous learning on digital technologies to increase end-user productivity. Your team will support the growing user base to be more mobile and productive anytime, anywhere.

You report to Director, ITFS and other designated International Staff and/or National Staff.

As an IT Assistant, you perform administrative and operational support services for various activities of a Unit/Division or project team.

• Undertake testing and documentation of small-scale computer-based application systems related primarily to administrative matters within the ADB. Provide support to other staff members by assisting in the research, collection, and compilation of data under the guidance of concerned specialists.
• Coordinate various activities such as meeting arrangements and ensure that the supervisor’s instructions are passed on to the concerned staff. Participate in the preparation of standard reports, schedules, and summaries by collating, extracting, and consolidating data or information in the required format.
• Assist international and national staff in the recruitment of individual consultants, through the Consultants Management System and in processing contract variations.
• Manage correspondence and documents for the supervisors, compose routine letters independently, review documents before supervisor approval, handle incoming mail, ensure timely outgoing correspondence, and ensure conformity to ADB standards.
• Ensure the effective coordination of supervisors’ schedules through efficient scheduling across offices and global time zones, maintaining their calendars and arranging appointments, meetings, travel, and accommodation as specified by the supervisors and in accordance with ADB procedures. Prioritize and resolve conflicts of competing demands.
• Monitors progress and status of confidential items requiring immediate attention to ensure timely completion.
• Ensure the office filing systems and records are properly maintained and updated, including e-filing system in SharePoint, in accordance with an existing framework for easy retrieval.
• Perform routine activities such as receiving and placing calls, liaising with specified internal contacts and external vendors, taking meeting minutes, and maintaining adequate stocks of office supplies as required. Monitor staff leave records, staff entitlement records, overtime records, and shift premium pay records.
• Maintains adequate stocks of office supplies as required.
• Maintains a professional and organized office setup.
• Relieves other Information Technology Assistants when they are absent, as required.
• Perform other duties that may be assigned as reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree in relevant fields.
• At least 5 years of relevant professional experience.
• Good typing skills. Good memo composition and editing skills.
• Proficient in standard software programs and information technologies such as in MS Office Suite (Outlook, Word, Excel, and PowerPoint, Sharepoint).
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex).
• Good interpersonal and cross-cultural skills with ability to liaise and work effectively with individuals from different professional and cultural background.
• Demonstrable experience in working across multiple teams and organizing events.
• Excellent administrative and organizational skills, with attention to details; able to handle numerous responsibilities simultaneously.
• Able to work collaboratively with teams as a constructive team member.
• Excellent oral and written communication skills in English.

Source: https://www.adb.org/careers/240439