Administration and Communications Coordinator

IMPORTANT INFORMATION This vacancy is a local staff position. It is open only to qualified Canadian and U.S. nationals, and U.S. residents who have authorization to work in the US.

Overview Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the North American Representative Office (NARO) in Washington, D.C., which reports to the Strategy, Policy, and Partnerships Department (SPD) in the ADB Headquarters. SPD provides ADB with strategic planning perspectives and direction, ensures policy and operations coordination, develops policies and business processes for sovereign and nonsovereign operations, supports allocation and monitoring of the use of operational resources, manages the implementation of development results and effectiveness, establishes and manages strategic partnerships with official and other concessional partners including private and public financial institutions and traditional and new development partners, and provides quality review of selected project documents. NARO engages with a wide range of stakeholders in North America, including government agencies, multilateral and bilateral development and financial institutions, the business community, nongovernment organizations, community service organizations, media, think tanks, and academe.

To view ADB Organizational Chart, please click here.

Job Purpose The Administration and Communications Coordinator will perform financial and budgetary management and reporting, knowledge sharing, outreach and partnership functions, and provide a broad range of administrative support services in line with ADB guidelines and procedures. She/he will serve as the focal point for various ADB initiatives, including knowledge management and various partnerships.

The incumbent will report to Representative, NARO and/or designated International Staff.

Responsibilities • Prepares and submits the mid-year and annual budget for Operational, Administrative and Capital Expenditure Expenses; monitors and reviews financial expenditures and budget utilization, and manages the imprest account, ensuring proper liquidation and replenishment. Responsible for all office accounting and budgetary functions, including the processing of payments due to contractors and external clients. Coordinates payment of staff salaries and processing of staff benefits with HQ; maintains and updates accounting records; reviews and endorses travel costs and claims; assists HQ with financial payments for expenses incurred in North America, as needed; applies sound accounting and internal controls; prepares accounting and other reports; and manages supplier contracts and records. • Serves as NARO’s focal point on administrative, HR, IT, security, and related requirements. • Contributes to the organization of knowledge-sharing and awareness-raising events, and to the participation of NARO and other ADB staff in outreach missions in North America. • Prepares internal reporting and informational materials on ADB and NARO activities, as applicable. Distributes information on ADB and its work, including ADB publications. Responds to routine public queries on ADB. Participates in selected events on ADB’s behalf. Manages associated files and records. • Provides organizational and logistical support to visiting missions, including the preparation of schedules, travel and accommodation arrangements and visas, as well as provision of briefing and other informational materials. Arranges all credential materials (registration, badges, passes, etc.) for ADB participation in major international events, such as the World Bank/IMF Annual Meetings and UN events, including the UN General Assembly. Manages associated files and records. • Coordinates with government authorities (e.g., US Commercial Service) in the preparation of business opportunities seminars. Manages associated files and records. • Collaborates and coordinates work closely with other AS6. Guides temporary staff.

Qualifications

Relevant Experience & Requirements • Bachelor’s degree, preferably in, or related to Accounting, Economics, Public Administration/Policy, International Development, or International Affairs/Relations. • At least 5 years of relevant professional experience in office management. Experience in budget preparation and monitoring is an advantage. • Well-developed research and analytical skills, and the ability to produce high quality, presentations, and briefing notes. • Excellent organization, intercultural, interpersonal, and communication skills. • Ability to multi-task, often with tight deadlines. • Proficient in MS Office applications. • Able to liaise and work effectively with staff within own work location and throughout ADB. • Ability to work collaboratively with teams as a constructive team member. • Excellent oral and written communication skills in English. • Please refer to the link for ADB Competency Framework for Administrative Staff Level AS7.

General Considerations The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious, and cultural background, gender, sexual orientation, or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on the qualifications of the selected candidate.