Associate Administrative Coordinator

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Asian Development Bank


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Description

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Your Role

As an Associate Administrative Coordinator, you will provide operational support to Head, ORM for the smooth administration of the office; perform coordination and administrative work for the front office; coordinate and facilitate inter-departmental activities; and assist in organizing ORM-wide activities.

You will:

  • Coordinate ORM’s participation in relevant activities involving internal committees and working groups and external institutions. Coordinate with partner departments/offices and stakeholders with respect to investment committee matters requiring Head, ORM’s participation and action.
  • Contribute to the development of databases, systems, and procedures to ensure the efficient monitoring and retrieval of information.
  • Assist in gathering and consolidating inputs to briefing notes, reports, and presentations, for Head, ORM.
  • Serve as departmental focal for intra-departmental communication and coordination and on ADB wide initiatives as designated by Head, ORM (e.g., myBC, TMS).
  • Assist in the preparation of the annual and midyear budget requirements for RMOD as alternate budget coordinator.
  • Assist in processing requests for the procurement of goods and/or services in eProc.
  • Support in arranging and coordinating ORM-wide activities such as staff meetings, retreat/ team building, and other ORM events/gatherings.
  • Provide support in assigned TA administration tasks related to consultant engagement and contract administration; assist in the processing of TA advance requisition and liquidation of expenses. Coordinate ORM’s inputs to information requests relating to TA administration.
  • Support Head, ORM on appropriate arrangements for meetings, travel, accommodation, and events. Prepare and submit complete and accurate documents relating to meetings, mission travels, and other events.
  • Manage document requests, ensure proper dissemination, monitor actions required, and ensure timely submission.
  • Respond to memos/correspondence/emails on behalf of supervisor and ensure that all final correspondence and documents are prepared in compliance with ADB’s standards.
  • Carry out other logistical and administrative tasks as are reasonably assigned in consonance with the role.
  • Act as mentor and provide support on the application/interpretation of work procedures, guidelines, and formats to other junior administrative staff.
  • Perform any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications

You will need:

  • Bachelor’s degree
  • Minimum of 5 years of relevant professional experience.
  • Strong coordination, attention to detail, interpersonal, and diplomatic skills.
  • Excellent written and verbal communication skills in English.
  • Ability to work independently and maintain composure under pressure and manage priorities and workload with a general schedule of work, instructions, and standardized practices.
  • Ability to work collaboratively with teams as a constructive team member.
  • Ability to exercise judgment on matters of confidentiality and those requiring urgent attention, especially in the supervisor’s absence.
  • Thorough understanding of ADB organization and in-depth knowledge of ADB’s diverse procedures and operations.
  • Familiarity with operational and administrative procedures and full understanding of the interactions between different ADB work areas and relevant workflows.
  • Good computer skills with sound knowledge of common word-processing, spreadsheets, and graphics software used within ADB.
  • Good analytical thinking with ability to make simple causal links, pro-and-con lists, and analyses to reach a decision.

Source: https://www.adb.org/careers/240384

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