Executive Assistant

Asian Development Bank, Manila, Philippines

Skill Required:, Business Development/ Resource Mobilization
Preferred Experience: 
5 years
Closing Date for Applications: 
6th August, 2021


Job Description

Job Purpose

The Executive Assistant will provide full secretarial and administrative support to the Principal Director, DOC. He or she will also support the knowledge dissemination activities; records management, internal coordination, and other clerical functions in DOC’s front office, DCOD.

The incumbent will report to the Principal Director, DOC and senior National Staff.

Responsibilities

Administrative Support

  • Provides timely, effective, and efficient administrative support to the Principal Director, DOC.
  • Coordinates with other Departments, Staff, and clients to ensure the efficient execution of PD, DOC’s meetings and attendance to external events.
  • Ensures the timely delivery of administrative and other logistical requirements of PD, DOC for meetings, business travel, missions, and other external events.

Office Administration and Coordination

  • Ensures that requests from clients are properly recorded, distributed, and brought to the attention of concerned staff.
  • Monitors progress and status of confidential items requiring immediate attention to ensure timely completion of required action.
  • Ensures that instructions of PD, DOC are communicated to all concerned staff for proper action and monitors the status of replies.
  • Helps in the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and administrative assistants.
  • Liaises with ADB staff, executing agencies, and donor countries as required.

Internal Communication, Documents Management, Knowledge dissemination

  • Supports the efficient handling, review, and approval of incoming and outgoing documents.
  • Ensures that the office filing systems and records (both electronic in SharePoint and physical) are properly maintained and updated in accordance with an existing framework for easy retrieval.
  • Ensures the timely dissemination of internal and external information within DOC.
  • Ensures that relevant and up-to-date documents for DCOD are maintained in SharePoint.
  • Monitors department deadlines, deliverables, and follows-up actions from Staff.

Data Analysis and Report Generation

  • Collects, compiles, and analyzes relevant information and data to produce standard reports.
  • Compiles and prepares briefing/progress reports for supervisor as requested.

Others

  • Performs any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements

  • Bachelor’s degree in Business Administration or other related field
  • At least 5 years of relevant experience.
  • Strong coordination, interpersonal and diplomatic skills
  • Thorough understanding of and in-depth knowledge of multilateral/bilateral organization’s diverse procedures and operations.
  • Ability to work with individuals from different cultural/national backgrounds.
  • Able to coordinate and multi-task and exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor’s absence.
  • Proficient in MS Office Suite (Outlook, Word, Excel, and PowerPoint, Sharepoint)
  • Familiarity in videoconferencing tools (MS Teams, Zoom, Webex)
  • Excellent administrative and organizational skills, with attention to details
  • Effective report-writing, editing and communication skills in English
  • Able to liaise and work effectively with staff within own work location and throughout ADB.
  • Able to work collaboratively with teams as a constructive team member.
  • Please refer to the link for ADB Competency Framework for Administrative Staff Levels 6

Source:https://www.adb.org/careers/210366


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