Secretariat Assistant

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

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

• As Secretariat Assistant, you will be responsible for a wide range of support functions in managing high-level events by the Secretary’s Office, mainly the ADB Annual Meeting of the Board of Governors.
• Maintain the Annual Meeting (AM) Requirements Manual (e-GreenBook) ensuring timely updates and accessibility for the host country and stakeholders.
• Update the AM database with event type and space requirements.
• Monitor and update AM operational plan’s timelines and milestones and provide feedback on the status of action items on a regular basis.
• Assist in updating the AM Schedule of Events and ensure alignment with the event design and event marketing strategy.
• Assist in maintaining the AM webpage ensuring that event details are accurate and updated across various platforms.
• Assist in managing the event platform, organize user training, draft guidelines, provide feedback and propose solutions to improve user experience, and resolve user issues.
• Support the preparation of AM related materials including background notes, presentations and documents for missions briefings to the President, Management, Board of Directors, and other stakeholders, and assist in monitoring quality of AM materials.
• Support arrangements for AM events and coordinate with AM event focal points and technical team on each event’s run order, schedule, and set-up.
• Maintain database for staff attendance and support travel arrangements.
• Update the database on yearly attendance of Governors to the AM.
• Organize the AM SharePoint site, ensuring consistency in the folder structure and file naming conventions, meta data tagging and general site maintenance.
• Manage existing and upcoming database initiatives, including event booking requests, IFI AM information system, helpdesk, etc.
• Assist in organizing feedback sessions, consolidating findings and recommendations, and finalizing the post-event report.
• Provide onsite support to the AM team during the AM.
• Perform other tasks that may be required to support the successful conduct of the AM, including research on other IFIs and MDBs
• Support SEC’s knowledge management activities and other projects and initiatives, as required.

Qualifications:

You will need:

• Bachelor’s degree in business administration, communications, or related fields.
• At least 5 years of relevant professional experience.
• Good interpersonal and communication skills.
• Ability to work collaboratively within teams as constructive team member and liaise with individuals from different cultural backgrounds throughout ADB.
• Keen attention to detail and a demonstrated ability to maintain accurate records and coordinate across multi-disciplinary teams.
• Ability to locate relevant information to expedite workflow and adopt new policies, systems, and processes in a timely fashion.
• Ability to respond to client demands with a combination of tact and firmness. Ability to maintain composure under pressure.
• Demonstrated problem-solving skills and solution-oriented approaches to minimize delays and setbacks in completing work.
• Good oral and written communication skills in English.
• Proficient in MS office applications, and familiarity with computer systems used in ADB.

Source:  https://www.adb.org/careers/240391