Senior Coordination and Administration Assistant

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Description

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Organizational Setting and Reporting Relationship

The position is assigned in the Office of the Director General (BPOD) within the Budget, People, and Management Systems Department (BPMSD). BPMSD provides advice and services to ADB in budget, staff position management, human resources, staff development, benefits and compensation.

You will report to the Director General, BPMSD; Deputy Director General, BPMSD; and Senior National Staff.

Your Role

• The Senior Institutional and Operations Coordination Assistant will provide comprehensive administrative and operational support of a highly responsible and confidential nature for the Director General and Deputy Director General of the Department. The incumbent will also coordinate administrative services across inter-departmental and management offices to ensure seamless operations.

You will:

• Prepare and ensure compliance of correspondence and documents with ADB’s standards, handle routine and complex replies, manage mail recording and distribution, and monitor confidential matters for timely action and completion.
• Provide efficient reception services by screening calls, taking messages, addressing queries, and managing unexpected visitors to ensure timely referral to the appropriate staff or party.
• Manage supervisors’ schedule and arrange meetings, travel, accommodation, and events according to ADB procedures.
• Handle mission preparation and coordinate logistical arrangements, including travel itineraries, visa processing, and special requests, while training other assistants on best practices.
• Ensure supervisors’ instructions are communicated and monitored, liaise with relevant staff and external parties as needed.
• Draft and prepare memos, correspondences, and presentations and ensure all documents are in compliance with ADB standards. Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies in accordance with guidelines.
• Compile and prepare briefing/progress reports for supervisor as requested and assist in monitoring progress/status of work programs.
• Perform office administration by ensuring filing systems and records are well-organized, maintained, and updated according to established protocols. Perform routine tasks, including maintaining office supplies and equipment.
• Assist in the logistical requirements of department activities and programs.
• Act as back-up to other assistants as required.
• Perform any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications

You will need:

• 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 5

Source: https://www.adb.org/careers/240628

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