Secretariat Administrator

Reference #	ADB-HR-13-0325
Position Title:	Secretariat Administrator
Department	Office of the Secretary
Division	The Secretary's Office
Location	Manila, Philippines
Recruitment Type	National and Administrative
Date Posted	3 June 2013
Closing Date	18 June 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

Primary responsible for preparing, reviewing, circulating the documentation and providing research, analysis and support including recommending appropriate action/s to be taken, with respect to meetings of the Board of Directors (BOD). Supports other OSEC work related to Board committee and Annual Meeting, as well as research and support work as requested. Serves as back-up to the Secretariat Coordinator/Administrator in the unit.

Expected Outcomes

Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/transactions from supervisor (International Staff and/or senior National Staff)

Board of Directors Meeting’s Services

• BOD Meetings: Ensures presence and accessibility prior to scheduled Board meeting (i.e., three hours lead time).
• Coordinates with BOD, Management and Heads of Departments the set-up and logistics required for Board meeting
• Ensures the accurate preparation and timely issuance of the following documents to the BOD, Management and Heads of Departments/Offices (HOD):

i. notice and agenda;

ii. list of staff in the hotseats and guidelines;

iii. announcement for ADB Today;

iv. Chair's scripts;

v. minutes;

vi. transcripts (records of Board discussions);

vii. Chair's summaries if required

• Liaises and consults proactively with the offices of the BOD, Management and HODs in the preparation of Board meeting documentations.
• Liaises with the offices of Senior Management in preparing the Chair's scripts, including careful review of opening and closing remarks and the recommendation sections of Board papers.
• Serves as focal point for Query Management System – researches, analyzes issues and/or recommends actions in response to queries from Board members on matters related to Board meetings in accordance with the ADB basic documents (Charter, by-Laws, Rules of Procedures of the BOG and BOD), and past practice.
• Seek approval of staff attendance at Board meetings and maintains a record of staff attendance at each Board meeting.
• Coordinate the transmission of the audio files and annotations (and other related documents) of the meeting proceedings, including Board committee meetings proceedings, to the outsourced transcription service company.
• Monitors and follows-up committed actions on issues raised at Board meetings with HODs concerned maintains and updates the database on committed actions to ensure that raised issues are adequately addressed on time.
• Maintains and update the database on abstentions and oppositions of BOD constituency capitals on agenda issue; provides statistics on cases of abstention and/or oppositions as and when needed.
• Ensures the positions of the Board representing their capitals, are accurately recorded; liaises with BOD offices to determine consensus on a particular agenda item, and if needed, prepare a tally sheet to clearly show the votes and analyze the transcripts to accurately record the minutes.
• Ensures written statements submitted by BOD are included in the records; reviews and analyzes transcripts for any further action to be taken.
• Coordinates preparation of Chair summaries with concerned department/office, in accordance with the Public Communications Policy.
• Finalizes the transcripts after careful review of comments submitted by BOD, Management and staff in the department concerned.
• Ensures and maintain the confidentiality of the Board’s records of discussions (transcripts, etc) and authorizes issuance of clearance to give access to staff below Director level, only when absolutely necessary.
• Manages the service contract for outsourced transcription, including monitoring and ensuring that the transcripts are available on the contracted turnaround time and checking submitted invoices and authorizing payments.
• Evaluates the contractor's quality and level of services and determines if it fully meets the Board meetings' services requirements and recommends if an extension is advisable or a review of the contract should be considered, and coordinates with OAS on contract extensions/ renewals.
• Formulates appropriate budget for transcription services of Board meetings and Board committee meetings.
• Conducts research and formulates statistics of Board interventions.
• Ensures that Board meeting documents (notice/agenda, minutes, records of discussion, and Chair's summaries) posted on the eBoard are updated and are properly filed on the eStar.
• Manages work processes by initiating measures to simplify, improve, and streamline work processes in the interest of efficiency and effectiveness; recommends course of action to be taken to improve and systematize Board meeting procedures.

Other Duties

• Provides back-up support in carrying out other tasks of the Corporate Secretariat Governance and Board Operations unit, such as with Informal Board Seminars, Board planning meetings, etc.
• Performs other duties as may be assigned by The Secretary, Assistant Secretary and designated international staff, including research, analysis, preparation and/or updating of handbooks/ manuals on different topics related to work assignment, as required.
• Provides proactive support to the Secretary of a Board Committee, including logistical and administrative support, development of agenda, notice of meeting, work program, annual report, and other committee related matters.
• Provides support on Annual Meeting work as required as part of a team
• Performs other duties 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 relevant experience.

Technical knowledge

• Ability to comprehend recommendations made in Board papers including RRPs to determine the decisions sought from the Board.
• Ability to analyze and recommend next action to be taken.
• Strong concern for accuracy and meticulous attention to details; the consequence of minor error is significant and serious.
• Ability to establish priorities and to plan, coordinate and monitor own work plan.
• Ability to identify client's needs and appropriate solutions.
• Ability to work under intense time pressure.
• Has confidence in handling inquiries from the Board and staff.
• Strong report-writing, presentation and analytical skills.
• Proven ability to deal with highly sensitive corporate governance matters.
• Good understanding of the interactions between different work areas in ADB.
• Proficiency in standard ADB software programs
• Knowledge of contracts and management of contracts useful

People and leadership skills

• Able to liaise and work effectively with staff within own work location and throughout ADB
• Able to work collaboratively with teams as a constructive team member
• Good interpersonal communication skills.
• Ability to write clearly and excellent command of written and spoken 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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