Overview
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Office of the Director General (SPOD), within the Strategy, Policy, and Partnerships Department (SPD). SPD provides ADB with strategic planning perspectives and direction, ensures policy and operations coordination, develops policies and business processes for sovereign and nonsovereign operations, including quality review of selected project documents, supports allocation and monitoring of operational resources, manages the implementation of development results and effectiveness, and leads the establishment and management of strategic partnerships with official and other concessional partners. SPD also has direct oversight functions for the three Representative Offices in Frankfurt, Tokyo and Washington D.C. SPOD supports Director General, SPD in the management of the department.

Job Purpose
The Senior Strategy and Policy Assistant supports the coordination of administrative activities of the department including maintenance of SPD’s SharePoint site, arrangements for institutional meetings such as interagency partnership meetings, informal board seminars, board meetings and management meetings. Assists in the preparation and finalization of memo, reports and technical papers produced by the department. Supports internal coordination of quality review function of SPD, preparation of briefing and mission folders to support senior management, as required.

The incumbent will report to designated International Staff and senior National Staff.

Responsibilities

Calendar and travel. Coordinates supervisors' schedules effectively by maintaining diaries and arranging appointments, meetings, travel, and accommodation as specified by the supervisor and in accordance with ADB procedures. Communications and writing Supports the maintenance of SPD’s SharePoint site. Ensures that all correspondence and documents for the supervisor are prepared according to ADB's standards, including editing as appropriate. Supports the preparation of reports and technical papers. Independently composes and sends out routine letters. Drafts correspondence for signature of supervisors. Ensures that all incoming mail and documents are logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time. Proofreads incoming documents for signature and reviews format in compliance with ADB’s style and usage. Reception. Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff. Filing and document tracking. Manages SPD’s central file room and ensure that office filing systems and records are properly maintained and updated according to the existing framework for easy retrieval. Tracks the flow of documents with the use of database for effective monitoring to meet deadlines. Supplies and equipment. Maintains adequate stocks of office supplies as required; coordinates equipment inventory, allocation, and requirements for the office. Report preparation. Collects, compiles, and analyzes relevant information and data related to the office/department to produce routine and/or ad hoc reports as instructed. Others Supports the coordination and tracking of SPD’s quality review function Assists other administrative staff on the application/interpretation of work area procedures, guidelines and formats. Coordinates arrangements for various activities, including meetings, and assist in the organization of interagency partnership meetings and Board meetings. Relieves Executive Assistants and other Senior Administrative Assistants as directed. Performs other duties and responsibilities as may be assigned.

Qualifications

Relevant Experience & Requirements

Bachelor’s degree At least 5 years of relevant professional experience in the area of organizational and administrative services. Good working knowledge of relevant procedures, formats, and standards; knowledge of ADB’s Handbook of Style and Usage is an advantage. Proficient in Office 365 applications and videoconferencing systems. Good coordination and interpersonal skills. Ability to coordinate distribution of tasks among other administrative assistants. Ability to liaise and work effectively with staff within own work location. Ability to work with individuals from different cultural and national backgrounds. Ability to work collaboratively with teams as a constructive team member. Ability to exercise judgment on matters of confidentiality and those requiring urgent attention. Excellent written and verbal communication skills in English. Please refer to the link for ADB Competency Framework for Administrative Staff level AS5.

General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.

This vacancy is archived.

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