Office of the General Counsel
Closing Date: 15 February 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)
Job Purpose:
Assists in the day-to-day administrative and operational requirements of the Office by performing a range of clerical and secretarial duties described below. Reports directly to two or more counsels.Expected Outcomes
Correspondence and Documentation Production (Regions or Special Practice Groups)Assists in preparing various documents, e.g. Administrative Tribunal submissions, Board papers, Appeals Committee papers, review of Administrative Cases, interpretation of ADB policies and procedures, Administrative Orders and Circulars, ADF papers, loan documents, ADB Borrowings/Swap transactions, and routine correspondence, back-to-office reports and effectiveness letters for public/private sector loans. Assists in preparing materials for seminars (e.g. Microsoft, PowerPoint presentations and transparencies).
Project Processing (Regions or Special Practice Group)
Assists in drafting loan documents, requests for amortization schedules and minutes of loan negotiations; monitors status of project processing, administrative/tribunal review cases and documentation for ADB borrowings, etc.; and conducts preliminary review of legal opinions (for public sector loans) against precedents. Assists in the consolidation of conditions precedent documents prior to drawdown/disbursement of private sector projects, preparation of ADB-generated project documents and requests for proposals and retainer letters for external counsel.
Legal Documents and Information Monitoring
Maintains updated filing system and compiles blackbooks for approved projects/other reference materials for counsels. Selects and uploads memoranda and signed loan documents into the OGC Legal Information System (LIS) database, minutes of lawyers' meetings into the OGC Intranet and Law and Policy Reform (LPR) TAs into the LPR database and Resource Center. Monitors incoming documents and e-mails for action or reassignment (in the absence of the responsible counsel) and updates counsel's schedule of mission/leave for the OGC Deskbook.
OGC Law and Policy Reform (LPR) (Special Practice Group)
Assists in processing/administration of LPR projects, preparation of TA Board papers/other documents; preparing correspondence with Government and consultants; taking minutes of SRC meetings; preparing contract variations; liaising with consultants on various aspects of contract administration; handling of files/other documents; and making arrangements for TA missions. Provides overall assistance in LPR activities, in administrative arrangements for OGC-sponsored seminars; producing LPR publications from consultants' reports; gathering information on domestic and international private/public institutions; maintaining/updating mailing lists; and mailing LPR publications.
ADB Borrowings and Swap Transactions (Special Practice Group)
Sorts, compiles and monitors documentation related to ADB borrowing/swap transactions and in consultation with Treasury Department, assists in preparing necessary draft documentation from the internal authorization stage (e.g. President’s Memorandum and Secretary's Certificate) to processing and closing stages, and ensures that above documentation are properly filed and bound in volumes for OGC use.
Office Administration
Assists junior assistants on application/interpretation of office systems/procedures, guidelines and formats. Acts as temporary assistant to other counsel(s) when necessary and assists OGC staff consultants on short-term assignments. Assists counsels in preparation of budgetary allocations. Prepares/generates leave status reports/monthly work status reports of counsels for submission to the General Counsel.
Research
Assists in gathering information from books, documents and other publications from various sources, the Main Library and the Internet, as legal and/or background materials for project and non-project matters.
Secretarial Duties/Others
Takes dictation and transcribes; schedules and coordinates appointments; performs telephone reception duties and takes messages; performs mission travel arrangements; etc. Performs other duties as may be assigned by the General Counsel (or his/her designate) and as reflected in the incumbent’s workplan, such as assisting in preparation of various policy papers/briefing notes/speeches, organizing annual meeting seminars, and participating on the OGC secretariat for ADB-sponsored symposia/seminars.
Educational Requirements:
- Bachelor’s degree, preferably in business administration, commerce, management, accounting or other relevant discipline.
Relevant Experience And Other Requirements:
Work experience- 3 to 5 years of relevant professional experience
- Proficient in ADB standard software applications (i.e. sound knowledge of MS Word, Excel, PowerPoint and Lotus Notes) required; preferably familiar with ADB's database system
- Excellent typing skills. Ability to operate transcription devices preferred. Good knowledge of stenography is an advantage.
- Good memo composition, editing and proofreading skills
- Able to work with individuals from different cultural/national backgrounds
- Good interpersonal and communication skills
- Able to handle sensitive information requiring confidentiality
- Able to manage priorities and workload within general schedule of work, instructions and standardized practices
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
- 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
Immediate Reporting Relationships / Other Information:
- Supervisor: Designated International Staff and senior National Staff
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