Senior Strategy and Policy Assistant - Asian Development Bank - Manila, Philippines

Strategy, Policy, and Interagency Relations Division, SPD, Strategy and Policy Department

Closing Date: 8 March 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

 

Job Purpose:

To support day-to-day operational and administrative requirements of the division. To perform a full range of secretarial duties for one to three International Staff.

Expected Outcomes

Documentation Production and Correspondence

• Ensures that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB's standards. Independently composes and sends out routine letter.
• Drafts more complex correspondence for signature of supervisors.
• Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that all outgoing mails/faxes are delivered on time.

Oral Communications/Internal & External Contacts

• Provides efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.
• Handles complex and/or sensitive matters with a wide range of clients, including high-level external clients.

Calendar/Travel

• Ensures the effective coordination of supervisors' schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.

Office Administration

• Ensures the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Tracks heavy flow of documents with the use of database for effective monitoring to meet deadlines.
• Provides assistance as to the application /interpretation of work area procedures, guidelines and formats to more junior administrative assistants.
• Performs certain standard activities such as maintaining adequate stocks of office supplies as required.
• Relieves other Administrative Assistants when they are absent, as required.

Coordination

• Coordinates the various activities such as meeting arrangements of a team/division to ensure that the supervisors’ instructions are passed onto the concerned staff.

Data Analysis and Report Generation

• Collects, compiles and analyzes relevant information and data to produce various reports as instructed, including more complex reports with difficult tables, graphs and charts.
• Handles several reports at the same time.

Others

• Performs other tasks as assigned and reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor's degree

Relevant Experience And Other Requirements:

Work experience

• At least 5 years of relevant work experience

Technical knowledge

• Effective report-writing and communication skills in English
• Excellent typing skills
• Advanced computer skills with sound knowledge of common word processing, spreadsheets and graphics software used in multilateral organizations

People and leadership skills

• Able to work with individuals from different cultural/national backgrounds
• Good coordination and interpersonal skills
• Able to work collaboratively with teams as a constructive team member.

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 (IS) and senior National Staff (NS).

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