Senior Financial Management Assistant - Asian Development Bank - Manila, Philippines

Financial Management Unit, COSO, Central Operations Services Office

Closing Date: 7 December 2012 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To provide administrative and operational support services for various activities relating to office administration for the Financial Management Unit (FMU).

Expected Outcomes

Policies, Strategies and Frameworks
- Assists in preparing papers on policies and strategies.
- Undertakes research and collates relevant documents.
- Monitors and drafts summary of comments from various departments, and assists in the editing of the report.
- Arranges logistics, assists in preparing meeting materials, and drafts meeting minutes.
Operations Advice and Support
- Maintains inventory of guidelines, knowledge products and other key deliverables.

Knowledge Dissemination Outputs and Activities
- Maintains COSF files.
- Maintains FM Websites.
- Assists in preparing knowledge products (good practices, technical notes and issues papers), undertakes research, and collates relevant documents.
- Coordinates with relevant offices in ensuring timely release of knowledge products and provides support in dissemination.
- Assists in preparing presentation materials and arranges logistics of knowledge dissemination activities such as conferences, workshops and seminars.
- Assists in drafting technical assistance (TA) papers, prepares matrix of comments, drafts meeting minutes, prepares relevant correspondences, makes arrangements for TA missions and manages TA files.
Office Administration
- Provides administrative assistance to 3 to 4 COSF international staff which includes preparation of correspondences and documents and efficient reception services.
- Monitors and tracks incoming and outgoing documents, reports, emails for action or reassignment.
- Schedules and coordinates appointments, receives telephone calls, takes messages, and arranges mission travel.
- Performs any other duties as may be required and reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor’s degree (accounting or business major preferred)

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant professional experience
Technical knowledge

• Good working knowledge of ADB administrative processes and procedures
• Good memo composition and editing skills; good typing skills
• Proficient in MS Word, MS Excel, MS PowerPoint; familiar with database management and website tools
• Able to work with individuals from different cultural/national backgrounds
• Good interpersonal and communication skills
• Able to manage priorities and workload within general schedule of work, instructions, and standardized practices
• Able to maintain composure under pressure

People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good oral and written communication skills in 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

Client Orientation

• 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

Achieving Results and Problem Solving

• 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

Working Together

• 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

Communication and Knowledge Sharing

• 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

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

• Supervisor: Designated International Staff and senior National Staff 

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