Senior Secretariat Officer

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Description

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As a Senior Secretariat Officer, you will provide operational support to the 2012 ADB Accountability Mechanism Policy review through facilitating policy review processes, engaging stakeholders, and ensuring effective communication and dissemination of policies and information. Under the guidance of the lead International Staff, you will provide comprehensive support to the Joint Board and Management Working Group (“Working Group”) including technical, administrative, and logistical support, and stakeholder relationship management to ensure the efficient and effective operations of the Working Group.

Business Process Management:

• Contribute to the development of a rolling action plan.
• Conduct research and draft presentation materials on ADB’s policy review processes.
• Establish, communicate, and monitor timelines and priorities of the Working Group’s activities to ensure milestones and deadlines are met.
• Support the Working Group in day-to-day functions including drafting meeting agenda, compiling background documents, preparing and circulating meeting minutes, taking notes, and drafting memos.
• Support the planning and management of missions and project site visits, including coordination with external experts.
• Conduct research and compile data on best practices in accountability mechanisms, contribute to the analysis of experiences with 2012 ADB Accountability Mechanism Policy, and summarize relevant findings.
• Contribute to drafting documents throughout the review process, such as consultation papers, working papers, and recommendation papers and propose revisions and improvements to enhance clarity and accuracy of documents.
• Support the preparation of the Operations Manual following the adoption of the new Accountability Mechanism Policy.
• Develop and maintain an effective document management system and ensure that the Working Group has access to all necessary documents and information.
• Support the department’s knowledge management activities, and other projects and initiatives.

Stakeholder Engagement and Internal Consultations:

• Contribute to the development of a stakeholder engagement plan.
• Coordinate the administrative and logistical aspects of stakeholder consultations involving diverse parties, such as project-affected people, project beneficiaries, governments, nongovernmental and civil society organizations, development partners, the private sector, academia, think tanks, peer institutions, and other relevant stakeholders.
• Lead the preparations and implementation of sessions to gather input from various perspectives, contribute to drafting responses to stakeholder feedback, and manage correspondences.
• Manage the administrative work for internal consultations with ADB’s Board, Management, and staff and coordinate with relevant teams, including those reviewing ADB’s Safeguard Policy Statement (2009).

Communications, Information Sharing, and Policy Dissemination:

• Contribute to the development and implementation of a communication plan.
• Manage internal and external communications through coordination with ADB’s Department of Communication and Knowledge Management.
• Establish and maintain an online presence, including posting relevant information, on the ADB Accountability Mechanism Policy Review web page and managing social media channels.
• Lead the preparations and implementation of workshops or sessions to enhance understanding of accountability mechanisms and related policies.
• Assist in disseminating the new Accountability Mechanism Policy after approval.

Qualifications

You will need:

• Bachelor’s degree in economics, business management or related fields, preferably with advanced training.
• At least 10 years of relevant professional experience with at least 5 years of supervisory experience.
• Strong work performance and track record.
• Keen attention to detail and a demonstrated ability to maintain accurate records, produce concise summaries, and effectively coordinate and plan across multi-disciplinary teams.
• Strong interpersonal and relationship management skills, ability for collaboration and team approach, and strong client and impact orientation.
• Demonstrated problem-solving skills and solution-oriented approaches.
• Strong motivation and ability to deliver results and produce high quality outputs in a timely manner.
• High degree of responsiveness and reliability.
• Ability to mentor administrative staff.
• Excellent oral and written communication skills in English.
• Please refer to the link for ADB Competency Framework for National Staff level 4.

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