| Reference # | ADB-HR-13-0326 |
|---|---|
| Position Title: | Secretariat Coordinator (Protocol) |
| 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:
To provide range of technical, advisory support in organizing and coordinating the arrangements activities and functions related to dignitary visits to ADB, President’s year-end walk about and other protocol-related matters. Provide administrative support for the Board of Governors (BOG), and Board of Directors (BOD) in the areas of public relations and communications
Expected Outcomes
Protocol
- Response to queries of departments and RMs on protocol issues such as: (a) decisions on whether or not a visiting dignitary's level warrants OSEC protocol arrangements, (b) preparation of the dignitary's program of activities, (c) appropriate forms of address or honorific titles for dignitaries at various levels of government and organization, and (d) coordinating support functions such as catering, preparation of rooms, seating arrangements and security.
- Independently handle all or a combination of the following administrative activities in preparation to upcoming dignitary’s/VIP’s visit to ADB:
- Liaise with Senior Government Officials, and if necessary, organize meetings, including meetings with Malacanang Protocol Presidential Security Group and Department of Foreign Affairs to discuss protocol strategies and arrangements on a dignitary’s visit.
- Coordinate requirements of dignitary visits in consultation with staff concerned in Management offices, Board constituency offices and office of Heads of Departments
- Design the layout and physical arrangements of the Dignitaries’ Reception Room and Dignitaries Suite and coordinate with staff concerned in OAS the preparation of the logistics facilities.
- Draft and finalize protocol scenarios and send to all staff concerned for their guidance. Prepare ADB Today announcements, as required.
- Ensure that room lay-out, logistics arrangements, and technical requirements are in accordance with the specifications by conducting ocular inspection of the venue ahead of the scheduled arrival of the visiting dignitary/VIP.
- Assist in the management and execution of all protocol-related arrangements for the dignitaries' visits to ensure smooth implementation of protocol scenarios
- Attend to visiting dignitaries in case they arrive early and staffs concerned are not available to receive or welcome them at the main lobby.
- Update the e-Protocol database for the dignitaries/VIP visits.
- Ensure that the filing system and records of relevant correspondence associated with each dignitary's visit are maintained in accordance with existing framework for easy retrieval, and that VIP visitors section of eBoard and e-Star are updated. Maintain confidentiality of information relating to dignitary's visit, especially visit of a Head of State.
- Assist in the review, updating, and revisions of the Guidelines on Protocol in the Asian Development Bank.
President's Year-end Walkabout
- Assist in planning and organizing all the administrative and logistics requirements for the President's year-end walkabout, coordinate with the different department involved all necessary arrangements.
- Prepare draft scenario and schedule of the walkabout in consultation with OPR and send to all Head of Departments and staff concerned for their information and guidance. Prepare pre and post ADB Today announcements as required.
- Alert Board constituency offices, VPs’ offices, , and ADB staff of the scheduled President's walkabout in their respective offices.
- Assist in supervising the President’s walkabout to ensure that it is carried out according to the planned scenario and schedule.
Public Relations (PR):
- Assist in planning, development and implementation of appropriate PR strategies on activities related to protocol and Annual Meeting.
- Search for information and data needed for the preparation of President’s speech\remarks and correspondence on major issues and events concerning DMCs.
- Draft and finalize President’s speech as required and liaise with DER for its press release.
- Prepare and send congratulatory and condolence letters in coordination with departments, Office of the President (OPR) and Board constituency office.
- Prepare President’s script for Board meeting regarding condolence to concerned member country.
- Prepare templates for protocol scenario, and President’s speech writing for consistency and easier preparation.
- Maintain a compilation of President’s speeches.
Annual Meeting of the Board of Governors
- Conceptualize, coordinate, and supervise various administrative duties on assigned area of responsibility prior to and during the Bank's Annual Meeting.
- Provide primary support to the assigned Annual Meeting Unit Head. (e.g., KSPE, NEU, RIU, BPU, SHU, CMU). Oversee development of work program. Facilitate logistical and administrative support in the assigned unit.
Board Committees
- Undertake proactive planning with the Secretary of a Board Committee. Oversee development of agenda, notice of meeting, work program, annual report. Facilitate logistical and administrative support.
Others
- Serve as back-up of Secretariat Assistant on Board administration-related tasks.
- Plan, organize, and coordinate, as required, the logistics arrangements for Governor’s colloquium and Board Retreat.
- Supervise preparation of Board of Governors (BOG) Administration and Listing.
- Performs other duties as may be required and reflected in the work plan.
Educational Requirements:
- Bachelor’s degree in Business Administration, foreign relations, public relations or related discipline. Background on information technology is also an advantage.
Relevant Experience And Other Requirements:
Work experience
- At least 5 years experience in activities such as protocol and international conference planning
Technical knowledge
- Working knowledge of assigned area
- Excellent typing skills
- Able to work under intense time pressure
- Able to interface effectively and diplomatically with staff in other ADB departments, with government officials and with the public
- Proficient in ADB standard software programs and information technologies
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
- 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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