BOD Staff Services, Board of Directors
Closing Date: 3 December 2012 , 5:00 p.m. (1700 Manila Time, 0900 GMT)
Job Purpose:
To perform secretarial services and administrative functions of a responsible and confidential nature for a member of the Board of Directors and also render administrative assistance to the Director’s Advisor.Expected Outcomes
Mail/Written Communications/Follow-upResponds to memos/correspondence on behalf of the Executive Director (ED) or Alternate Executive Director (AED) and Director’s Advisor (DA) produces draft replies for less complex issues. Ensures that all final correspondence and documents for supervisors are correctly typed and prepared. Ensures all ADB documents are prepared and transmitted to authorities in capitals of constituency member countries, including Governors of ADB, to embassies/consulates and to other agencies in a timely manner. Ensures that all incoming mail is properly distributed and promptly attended to and outgoing mail is delivered on time.
Oral Communications/Internal & External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from authorities in capitals of constituency member countries, embassies/consulates and other agencies of constituency member countries, consultants, businessmen, NGOs, media representatives, and others, establishing the nature and priority of requirements of unexpected visitors to ensure that they are attended to in a timely manner.
Calendar/Travel
Provides administrative support relating to the daily and long term schedules of the ED or AED and DA and ensures appropriate arrangements are made for meetings, travel, accommodation and events.
Coordination/Supervision
Ensures that the ED’s or AED’s and DA’s instructions are passed on to appropriate ADB staff for proper action and monitors the status of replies. Liaises with authorities in capitals of constituency member countries, embassies/consulates, and other agencies of constituency member countries and ADB staff at headquarters and resident missions. Coordinates visits and provides assistance to needs of visitors to ADB and ED’s or AED’s and DA’s office from authorities in capitals of constituency member countries and other agencies and representatives from business, NGOs, and media in their presentation and meetings with ADB. Makes arrangements for delegations from constituency member countries for their participation in ADB's annual meeting and other official ADB meetings.
Office Administration
Performs other tasks which involve a wide scope of ADB-related responsibilities and wide knowledge of ADB's administrative arrangements and those of authorities of constituency member government's requirements. Handles classified information in accordance with security arrangements of ADB and of constituency member governments. Ensures the office filing systems and records are properly maintained and updated in accordance with existing ADB and ED’s or AED’s and DA’s office requirements.
Data Analysis and Report Generation
Under direction, compiles statistical data, prepares reports, and performs research assignments for authorities of constituency member countries and for the ED or AED and DA. Compiles and prepares briefing/progress reports for supervisor as requested.
Educational Requirements:
- Bachelor’s degree
Relevant Experience And Other Requirements:
Work experience- At least 5 years of relevant professional experience
- Excellent typing skills. Knowledge of stenography will be useful.
- Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used within ADB; familiar with computer system used generally in ADB
- Strong coordination, interpersonal and diplomatic skills
- Thorough understanding of ADB organization and in-depth knowledge of ADB's diverse procedures and operations; able to brief and explain these to incoming ED or AED and DA
- Able to work independently and on flexible hours to accommodate time-zone differences of some capitals of constituency member countries
- Must have a strong sense of urgency and ability to make decisions
- Has sensitivity to work effectively with individuals from different cultural, national, and linguistic backgrounds
- 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
- Excellent command of written and spoken English
Core Competencies:
Application of Technical Knowledge and Skills- Deals with routine queries and correspondence in accordance with procedures
- Proactively seeks relevant development opportunities and submits for approval
- Produces summaries and frameworks by collecting and analyzing diverse information
- Adjusts style and approach to respect and serve different clients
- Conveys messages by asking questions and using different approaches
- Identifies when a client issue requires escalation
- Responds to clients without prompts or reminders from senior colleagues
- Proposes solutions to minimize delays and setbacks in completing work
- Reviews all task objectives and achieves core deliverables
- Uses time management and organizational skills to promptly complete work to the required standard
- Delivers beyond the stated task objectives
- Consistently works effectively with individuals of different views, culture, nationality, gender, and age
- Consistently seeks assistance when requirements are unclear
- Provides timely updates on relevant information
- Freely shares and seeks useful knowledge and to complete work
- Uses effective written and oral communication in preparing documents, presentations and interactions
- Asks questions to understand how to follow up on feedback
- Locates relevant information to expedite workflow
- Adopts new policies, systems and processes in a timely fashion
- Shares ideas for how work can be completed more effectively
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