Associate Editing Administrator - Asian Development Bank

The Secretary's Office, Office of the Secretary

Closing Date: 11 April 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

This position (i) manages the workflow of Board documents submitted for editing and provides reports to management on the efficiency of the system; (ii) interfaces with multiple client groups and participants to support the efficiency of the process; (iii) monitors and audits editing unit resources including the budget and contracts for staff consultants; and (iv) advises ADB staff on requirements for preparing and submitting Board documents.

Expected Outcomes

Works independently on all or a combination of the following tasks and/or clearly defined areas, depending on the assignment/instructions from supervisors (international staff and/or senior national staff):
Editing Workflow Coordination and Document Review
- Pre-screens documents submitted for editing to ensure compliance with template requirements and page limits. Liaises with internal clients to rectify documents that do not comply with requirements
- Compiles statistics on the editing unit’s work outputs for management reports and analysis.
- Closely monitors the status of documents throughout the editing process by maintaining the chronological database of documents submitted for editing
- Tracks the workload of copy editors, international staff editors, and consultant editors to ensure that documents assigned to them for editing are processed efficiently and finished within the agreed time frame.
Consultant Selection and Contract Administration
- Coordinates the recruitment of consultant editors, i.e. advertisement, shortlist preparation, contract negotiation, contract signing, etc
- Assigns editing work to consultant editors. Coordinates and monitors their workload throughout the duration of their contract period.
- Reviews reimbursement claims of consultant editors by examining invoices and verifying completed work before endorsement and submission to the Controller’s Department for payment. Liaises with the Controller’s Department to resolve disbursement issues.
- Monitors the status of consultants’ contracts and recommends contract variations to supervisors if needed. Implements approved contract variations in the systems.
- Monitors the availability of consultant editors to ensure that there are a sufficient number to do the editing work at any given time; promptly notifies consultant editors of any relevant changes to document templates, ADB's business processes, and/or house style.
Budget Preparation and Administration
- Formulates and recommends annual and midyear budget for consultant editors, monitors budget utilization, and ensures effective utilization of resources.
- Monitors contract balance of each consultant editor by maintaining and updating the database of staff consultant contracts. Works with Controller’s Department to reconcile contract budget ledger of disbursements and contract balances against actual budget utilization to ensure that the remaining fund is sufficient to meet the demand for editing services.
Client Support
- Responds to queries and requests of internal clients for information on editing process. Assists in solving problems encountered with Board document templates and style and usage. Elevates complex issues to copy editors and/or international staff editors, as needed.
- Provides guidance to staff on compliance with the Editing Guidelines and application of document templates and, Handbook of Style and Usage in preparing Board documents.
- Works with international editors to develop and administer training on Board document preparation.
Other Duties
- Acts as eOperations focal point for the editing unit, monitors and reports problems to appropriate staff, and coordinates implementation of revisions to ensure the system functions properly.
- Provides primary documentation support to the ADB Annual Meeting by formatting and uploading Governors’ statements to the ADB website after delivery. Compiles documents for inclusion in the summary of proceedings.
- Performs other duties and ad hoc assignments that may be assigned as reflected in the work plan.

Educational Requirements:

• Bachelor’s degree

Relevant Experience And Other Requirements:

Work experience

• At least 5 years of experience, preferably in ADB operations.

Technical knowledge

• 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 proficiency in MS Word, MS Excel, and MS Powerpoint; familiarity with computer systems used in ADB, including Consultant Management System and ADB mainframe.
• Familiarity with ADB operational procedures and guidelines.

People and leadership skills

• Good interpersonal and communication skills. Ability to work collaboratively within teams as constructive team member. Ability to liaise with individuals from different cultural backgrounds throughout ADB.
• Ability to manage work priorities with minimum supervision.
• Ability to respond to client demands with a combination of tact and firmness. Ability to maintain composure under pressure.

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

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