Associate Secretariat Coordinator

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Description

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The position of Associate Secretariat Coordinator is assigned to the Office of the Secretary (SEC). SEC provides 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 Technical International staff.

As an Associate Secretariat Coordinator, you will perform full administrative and coordination services of a responsible and confidential nature in the Office of the Secretary, with your main responsibility being support for the ADB 2012 Accountability Mechanism Policy Review.

You will:

Coordination:

• Coordinate with departments and offices in ADB, and external stakeholders, and keep supervisors informed.
• Review all documents and information for accuracy and completeness and advise the supervisor as relevant.
• Prepare concise drafts of relevant documents and messages, in compliance with ADB’s Handbook of Style and Usage.

 Calendar/Logistics:

• Coordinate and arrange meetings for the Board-Management Working Group with Board assistants.
• Manage the supervisor’s calendar and ensure efficient scheduling across offices and global time zones, including prioritization and resolving conflicts of competing demands. Respond to internal meeting requests promptly.
• Help prepare relevant documents and materials for the meeting/briefing/mission. Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.

Office Administration:

• Maintain a professional and organized office set-up, including an organized e-filing system in SharePoint, stocks of office supplies, and document workflow processes.

Others:

• Provide support to the SEC front office, including back-up support to the Executive Assistant, when needed.
• Provide administrative support to Board Committee meetings, when needed.
• Provide support to the management of events, including the Annual Meeting of the Board of Governors, when needed.
• Support SEC’s knowledge management activities, and other projects, when needed.
• Perform any other tasks as may be required and reflected in the work plan.

Qualifications:

You will need:

• Bachelor’s degree in business administration, communications, or related fields.
• At least 5 years of relevant professional experience.
• Work collaboratively within teams as a constructive team member and coordinate across teams.
• Demonstrated client orientation; sensitized to working in a diverse and multicultural environment
• A high degree of integrity in handling confidential matters.
• Proficient in standard software programs used in multilateral organizations.
• Please refer to the link for ADB Competency Framework for Technical Local Staff level 3

Source: https://www.adb.org/careers/250016

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