Executive Assistant

IMPORTANT INFORMATION:

This is a fixed term appointment with option to renew for an initial period of 3 (three) 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.

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 Office of the Director General (CWOD) within the Central and West Asia Department (CWRD). CWRD is responsible for maintaining client relations and delivering ADB assistance to countries in the Central and West Asia region. CWOD is responsible for providing the strategic direction and supervising the delivery of CWRD’s work program

To view ADB Organizational Chart, please click here.

Job Purpose

The Executive Assistant will perform full administrative and operational services of a responsible and confidential nature for the Head of the Department . Coordinates inter-departmental and inter-management offices administrative activities. The incumbent will report to the Director General, CWRD and Senior National Staff.

Responsibilities

a. Mail/Written Communications/Follow-up

· Ensures that all correspondence and documents for supervisors are correctly 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.

b. Verbal Communications/Internal and External Contacts

· 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 that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.

c. Calendar/Travel

· Effectively manages the supervisor’s schedule and ensures that appropriate arrangements are made for meetings, travel, accommodation, and events in accordance with ADB procedures.

· Handles mission preparation and coordinates with relevant teams for logistical arrangements such as travel itineraries, visa processing, ground transportation, and accommodation, including handling special or bespoke requests.

· Trains other assistants on best practices for smooth mission planning and effective handling of travel-related challenges.

d. Coordination/Supervision

· 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, executing agencies and donor countries as required.

· Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff.

e. Office Administration

· Ensures that the office filing systems and records are well organized, properly maintained and updated in accordance with an existing framework.

· Monitors staff mission as required. Performs standard activities, such as maintaining adequate stocks of office supplies and equipment maintenance, as required.

f. Lead and Mentorship

· Assumes leadership role among the team of assistants, acting as mentor and resource for other assistants.

· Organizes knowledge-sharing sessions to share information about ADB policies and best practices related to executive support.

g. Others

· Acts as back-up to other Assistants, as required.

· Performs any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements

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 qualifications of the selected candidate.