| Reference # | ADB-HR-13-0360 |
|---|---|
| Position Title: | Events Management Assistant |
| Department | Office of Administrative Services |
| Division | Asset Management and Commercial Services Unit |
| Location | Manila, Philippines |
| Recruitment Type | National and Administrative |
| Date Posted | 26 June 2013 |
| Closing Date | 10 July 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT) |
Job Purpose:
To assist and liaise with various business units in providing administrative and logistical support to ADB hosted events held at the Headquarters and within Metro Manila, involving external participants
Expected Outcomes
Administrative Support
Assists in regularly updating and managing the database of events, events management website and online registration system
Assists the host unit in delineating responsibilities based on the nature/category of events, required resources, and time frame through the Event Planning Checklist
Provides logistical assistance in pre-event, onsite and post-event activities, in close collaboration with host units, business units concerned and their service providers and external suppliers, including the implementation of best practices under ISO 14001/OHSAS 18001 standards
Assists in providing accurate, timely and pro-active response to pre-event, onsite and post-event queries and requests
Assists in determining requirements and facilitating of logistical arrangements, such as food and beverage arrangements, venue lay-out, audiovisual and IT support, visitors’ registration and other events related requirements
Assists in handling and facilitating event registration and travel arrangements (VISA, itineraries and ticketing) of ADB-funded participants by closely coordinating with in-house travel agencies, Security, Business Continuity and Government Relations Unit and Travel Unit in Office of Administrative Services (OAS, host units, field offices, and invited participants
Works closely with The Secretary's Office protocol arrangements and Department of External Relations on the media reception.
Assists in drafting administrative memos, correspondences and reports
Supports the review and implementation of business process improvements of OAS
Networking
Establishes strong rapport with internal and external clients and service partners
Financial Administration
Assists in the preparation of budget and financial reports, processing and monitoring requests for payment, and invoices/billings of suppliers/service providers
Assists in obtaining the most cost effective rates from accredited external suppliers and service providers
Others
Performs other duties as may be assigned and reflected in the incumbent’s work plan.
Educational Requirements:
- Bachelor’s degree in Hotel and Restaurant Administration, Tourism, Business Administration, or related academic disciplines.
Relevant Experience And Other Requirements:
Work experience
- At least 5 years work experience in events management or sales/marketing
- Exposure in the hospitality industry (preferably in the hotel services) is an advantage
Technical knowledge
- Thorough knowledge of ADB's policies and procedures, meeting, and facilities management procedures and all other in-house and external services needed for event planning
- Proven ability in handling simultaneous large/high-level multi-events
- Proven ability to undertake background research and analysis, collect and organize data and information, apply appropriate computer skills in analyzing and developing data, and prepare draft notes, memos, correspondences and reports
- Excellent computer skills with sound knowledge of common word-processing, spreadsheets and graphics software including web/electronic mail
- Knowledge on visa processing and diplomatic protocol
- Good communication skills both written and oral 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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