Executive Assistant

Important Information

This is a fixed term appointment with option to renew for an initial period of 3 years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’).This appointment is not convertible to a regular appointment. After the initial fixed period, ADB has the option to renew the appointment for up to three years or allow it to expire. This decision is based on ADB’s overall interest in retaining the skills and experience of the staff for medium-term work program within the respective group, department, or office, while considering the availability of funding sources.

This vacancy is a local staff position. It is open only to nationals and residents of Bangladesh.

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 Bangladesh Resident Mission (BRM) within the South Asia Department. SARD is responsible for providing leadership innovation, lending, project implementation and knowledge sharing for ADB’s sector and thematic work that covers operations in Bangladesh, Bhutan, India, Maldives, Nepal, and Sri Lanka.

To view ADB Organizational Chart, please click here.

Job Purpose

Performs full secretarial services of a responsible and confidential nature for a Country Director. Coordinates inter-departmental administrative activities. The incumbent will report to Country Director, BRM.

Responsibilities

• Ensures that all correspondence and documents for supervisors are correctly typed and prepared in compliance with ADB's standards. Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines. Ensures that all incoming mail is properly recorded, distributed and brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time. Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action. • Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure they are attended to and/or referred in a timely manner to the concerned staff/appropriate party. • Manages the schedule and ensures that appropriate arrangements are made for meeting, travel, accommodation and events. Prepares mission authorization requests. • Ensures that the supervisor's instructions are passed on to all concerned staff for proper action and may monitor the status of replies. Liaises with ADB staff inside and outside the work area, clients from DMCs and donors, as required. Mentor junior administrative staff with application/interpretation of work area procedures, guidelines and formats. • Ensures that the office filing systems and records are properly maintained and updated in accordance with an existing framework. • Monitors overtime utilization, and staff mission as required. • Compiles and prepares briefing/progress reports for supervisor as requested. Monitors progress/status of work programs. • Performs any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements

• Bachelor's degree • At least 5 years of relevant professional experience • Excellent typing skills • Sound knowledge of common word-processing, spreadsheets and graphics software used within ADB; advanced computer skills • Strong coordination, interpersonal and diplomatic skills • Thorough understanding of ADB organization and in-depth knowledge of ADB's diverse procedures (as they relate to secretarial work) and operations • Able to work independently • Able to work with individuals from different cultural/national backgrounds • Familiar with operational and administrative procedures and has full understanding of the interactions between different ADB work areas and relevant workflows • 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 • Please refer to the link for ADB Competency Framework for AS6.

General Considerations

The selected candidate is appointed for an initial 3 years fixed term basis.

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 qualifications of the selected candidate.