Appel d’offres : Banque Asiatique de Développement (ADB)recherche un Assistant administratif de gestion (H/F), Philippines.

 

 

Job Purpose

The Senior Management Administrative Assistant will (i) perform full administrative services of a responsible and confidential nature and (ii) support coordination of inter-departmental administrative activities in line with the mandates of the Vice-President.

The incumbent will report to the designated International Staff.

Responsibilities :

• Works closely with the Executive Assistant in the coordination of activities of VPO2 with departments and offices in ADB, and informs the supervisor using different communication modalities;
• Screens external calls and answers queries;
• Responds on behalf of the supervisor to straightforward/routine messages and drafts replies for the supervisor’s review. Drafts messages according to ADB’s Handbook of Style and Usage;
• Conducts preliminary review and ensures that all documents for supervisor are accurate and prepared in compliance with ADB’s Handbook of Style and Usage;
• Provides assistance in managing the supervisor’s calendar and ensures efficient scheduling across offices and global time zones. Scheduling includes effective prioritization and resolving conflicts of competing demands. Responds to internal meeting requests timely;
• Consolidates information and prepares materials or ensures that supervisor has received the relevant documents for the meeting/briefing/mission;
• Coordinates travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries;
• Processes Mission Authorization Requests. Travel Requests and Authorization (TRA), and Request for Reimbursement-Business Travel (RRBT) in eTrip;
• Maintains a complete and organized e-filing system in SharePoint;
• Maintains adequate stocks of office supplies as required;
• Monitors document workflow and follows up as needed;
• Maintains a professional and organized office setup;
• Serves as alternate to the Executive Assistant as needed;
• Performs any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements :

• Bachelor’s degree;
• At least 5 years of experience; preferably with experience in a multilateral institution;
• Proficient in MS Office Suite (Outlook, Word, Excel, and PowerPoint, and Sharepoint) and video/photo editing for presentation materials and knowledge products);
• Familiarity in the use of Management Approval System and Document Workflow System;
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex);
• Proficiency with ADB’s Handbook of Style and Usage is an advantage;
• Ability to work with individuals from different cultural/national backgrounds;
• Familiarity with operational and administrative procedures and full understanding of the interactions between the organization’s different work areas and relevant workflows;
• Ability to make quick procedural decisions and judgments, and handle sensitive information with confidentiality;
• Good administrative and organizational skills, with attention to details;
• Good coordination, interpersonal and diplomatic skills;
• Excellent written and verbal communication skills in English;
• Please refer to the link for ADB Competency Framework for Administrative Staff 5.

Applications deadline : 11th January 2023

Apply here