Logistics Management Assistant

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Description

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The position of Logistics Management Assistant is assigned to the Institutional Services Division (CSIS) within the Corporate Services Department (CSD). You will be based at our Headquarters in Manila, Philippines.

You will report to the designated International Staff and Senior National Staff.

As a Logistics Management Assistant, you will provide support in the administration of logistics management-related matters and other various requirements of the Logistics Management Unit (CSIS-LM).

• Coordinate with the different Logistics Management (CSIS-LM) service areas to finalize the monthly work status reports, budget reports, overtime summary reports, training requests and other required reports.
• Ensure that deadlines are met by coordinating with the service areas and by following up as needed. Coordinate activities of the various service areas.
• Provide administrative and IT support to Unit Head, CSIS-LM and coordinate supervisor’s schedules by maintaining the calendar, arranging appointments, meetings, travel and accommodation in accordance with ADB procedures.
• Ensure that all correspondence and documents for the supervisor are accurately prepared, formatted, and submitted on time. Compose routine correspondence.
• Ensure that all incoming documents are recorded and forwarded to the supervisor, and all outgoing documents are properly logged and promptly dispatched to concerned parties for appropriate action.
• Screen visitors and callers; receive and relay messages; and arrange appointment/ meeting schedules. Enforce visitor regulations and handle internal/external queries for CSIS-LM and refers queries to concerned staff for proper action.
• Serve as website author for the unit by updating, ensuring that the contents are relevant and up to date; assisting in the design of the CSIS-LM intranet and SharePoint sites as required.
• Serve as OT and Shift-Work Verifier of CSIS-LM and ensure the accuracy of staff time recording in accordance with budget allocations by maintaining, monitoring, and verifying submitted overtime requests in the unit.
• Serve as the unit’s Supplies Custodian by handling the monthly office supplies requisition and monitor utilization.
• Maintain and update the office files in accordance with ADB’s procedures and relevant guidelines.
• Serve as back up of other Administrative Assistants as directed.
• Perform any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s Degree in related field
• At least 5 years of relevant professional experience in administrative support related to logistics management.
• Knowledge and understanding of multilateral organization’s policies, guidelines and procedures related to the area of logistics management.
• Knowledge of office management systems and procedures.
• Proficient in relevant software applications (Office 365, MS Office, Oracle, SharePoint)
• Able to liaise and work effectively with staff within own work location.
• Able to work collaboratively with teams as a constructive team member.
• Excellent written and verbal communication skills in English.

Source:  https://www.adb.org/careers/240220

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