The Secretary's Office, Office of the Secretary
Closing Date: 29 November 2012 , 5:00 p.m. (1700 Manila Time, 0900 GMT)
Job Purpose:
This position ensures that documents circulated to the Board of Directors conform to ADB rules and international standards; provides advice on editing and Board document preparation; and coordinates the annual review of country and regional base maps.Expected Outcomes
Under the guidance of a senior staff, contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:Editing
Copyedits Board documents (i.e., reviews and suggests revisions to punctuation, grammar, and style and usage issues; checks for internal consistency of facts). Ensures compliance with Board document templates, ADB rules, the Handbook of Style and Usage, and international standards.
Suggests resolution to editorial issues and elevates sensitive issues to international staff editors, as needed.
Provides OSEC clearance for printing Board documents as the final stage of the editing process.
Maps
Coordinates with country directors and map focal persons in regional departments to update country and regional base maps annually. Based on instructions from regional departments, ensures maps avoid disputed areas. Coordinates with cartographers for corrections, comments, and changes.
Maintains the electronic database for country and regional base maps. Ensures that the latest approved base maps are accessible for reference by the editing unit.
Ensures proper approvals are obtained for use of appropriate maps that accompany Board documents. Provides guidance to internal clients on appropriateness of maps in Board documents.
Provides OSEC clearance for printing of maps based on approvals from regional departments.
Client Support
Provides guidance to internal clients on style and usage issues and on the application of template requirements.
Responds to queries from internal clients on implementing editors’ instructions.
Ensures that current guidelines and templates are reflected on e-Board.
Works with international editors to develop and implement training on Board document preparation.
Other Duties
Assists international staff editors in monitoring the work of consultant editors.
Participates in special projects and assignments, as assigned.
Suggests ways to automate existing processes to improve the quality of service and enhance the credibility of the editing unit.
Provides primary support to the Annual Meeting Unit Head. (e.g., KSPE, NEU, RIU, BPU, SHU, CMU). Supports development of work program. Facilitates logistical and administrative support within the Unit.Undertakes proactive planning with the secretary of a Board committee. Ensures completeness and appropriateness of agenda, notice of meeting, work program, annual report. Facilitates logistical and administrative support.
Educational Requirements:
- Bachelor's degree, preferably with advanced training
Relevant Experience And Other Requirements:
Work experience- At least 6 years of work experience related to editing and document preparation.
- Excellent command of written and spoken English.
- Knowledge of Editing Guidelines, other Board document requirements, and Handbook of Style and Usage.
- Good computer skills with sound knowledge of MS Word; proficiency in standard ADB software programs.
- Familiarity with ADB operational procedures and guidelines.
- Good working knowledge of economics and development issues.
- Strong planning and organizing skills to handle multiple tasks with deadlines. Ability to work and maintain composure under intense time pressure.
- Strong interpersonal skills. Ability to work collaboratively within a team. Ability to develop rapport in a multicultural environment. Ability to mentor administrative staff.
- Proven ability to respond to client demands with a combination of tact and firmness.
Core Competencies:
Application of Technical Knowledge and Skills- Applies updated advancements in own knowledge area to relevant tasks
- Applies knowledge and practical skills to independently perform some complex tasks
- Conveys the need to use updated project approaches
- Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
- Proposes options to clients that may better meet their needs than current approaches
- Defines and delivers to agreed standards with clients
- Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
- Self-monitors achievement of results according to work plans
- Identifies different stakeholder needs and desired outcomes when planning for outcomes
- Independently solves problems and makes recommendations
- Maintains collaborative relationships within the Department
- Works effectively with diverse colleagues in own and other Divisions and Departments
- Flexibly alters positions and adjusts previously stated points of view to support the group consensus
- Follows through on team priorities in the absence of a team leader
- Checks with audience’s level of understanding and awareness of required follow up actions
- Consistently seeks and addresses feedback on own performance
- Creates knowledge products endorsed for wider distribution
- Independently amends and clarifies messages and documents
- Actively supports work improvement and/or organizational change by work and deed
- Develops and adopts change plans to support Division initiatives on which one works
- Considers current and future client needs in proposing ideas
- Vocalizes early support for change
- Recommends inputs to new policies, systems and processes in immediate work area
Immediate Reporting Relationships / Other Information:
- Supervisor: Designated International Staff and senior National Staff
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