Senior Administration and Communications Assistant

ADB - Asian Development Bank

Senior Administration and Communications Assistant

ADB - Asian Development Bank

Frankfurt, Germany

Reference Number: 200070
Position Level: AS 5
Department: Strategy, Policy and Partnerships Department
Division: European Representative Office
Location: European Representative Office
Closing Date: Sunday, May 31, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)

IMPORTANT INFORMATION

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

This vacancy is a local staff position with a local remuneration package. It is open only to nationals of ADB's European member countries, or permanent residents in Germany.

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

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 European Representative Office (ERO) in Frankfurt, Germany which reports to the Strategy, Policy and Partnerships Department (SPD) in the Headquarters. SPD provides ADB with strategic planning perspectives and direction, ensures policy and operations coordination, supports allocation and monitoring of the use of operational resources, manages the implementation of development results and effectiveness, and maintains institutional relations with the international development community. ERO engages with a wide range of stakeholders in Europe, including multilateral and bilateral development and financial institutions, business community, nongovernment organizations, media, and academe.

To view ADB Organizational Chart, please click here.

Job Purpose

The Senior Administration and Communications Assistant will (i) perform full secretarial and administrative support services of a responsible and confidential nature for the ADB's European Representative Office (ERO); (ii) assist in day-to-day operational and administrative requirements of the ERO; (iii) assist in the organization of events and outreach activities, coordination of travel arrangements and other diverse office administrative functions, as assigned; and (iv) provide support to the ERO team. The incumbent will report to Representative, ERO and designated International Staff.

Responsibilities

a. Calendar/Travel

Manages the calendar and schedule of supervisors and ensures that appropriate arrangements are made for meetings and event attendance. Leads arrangement and coordination of travel and accommodation, including preparation of mission authorization requests and submission of travel liquidation and claims.

b. Oral Communications/Internal & External Contacts

Provides efficient administrative services by welcoming visitors, screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors and callers, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.

c. Mail/Written Communications/Follow-up

Ensures that all correspondence and documents for supervisors are correctly drafted and prepared in compliance with ADB's standards. Responds on behalf of supervisors to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines. Ensures that all incoming correspondence is properly recorded, acknowledged in a timely manner, distributed and brought to the attention of concerned staff, and that outgoing responses and correspondence are delivered on time. Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely action. Manages sending and receipt of diplomatic pouch.

d. Organization of events, outreach activities, contact database and website

Helps to coordinate and provide administrative and logistical support to the organization of events, such as hosting of meetings at the ERO, or external outreach activities in European member countries, including booking of venues and accommodation, catering, IT connections and secretarial support. Contributes to development and maintenance of updated ERO contacts in collaboration with ERO team. Proactively assists with developing, maintaining and updating ERO website content in close coordination with colleagues.

e. Routine Reporting & Data Analysis

Drafts and compiles monthly and quarterly ERO reporting to assist with monitoring the implementation of ERO's work program. Based on inputs received from ADB departments/offices, and the travel schedule of ERO staff, regularly tracks ADB missions to Europe . Assists with compilation of other routine data and reporting as requested.

f. Coordination/Support

Ensures that supervisor's instructions are passed on to concerned staff for proper action and monitors the status of replies. Proactively seeks out contacts and liaises with ADB staff inside and outside work area, as well as contacts in member countries and key stakeholder organizations in Europe as required. Provides assistance to ERO colleagues for the application/interpretation of routine procedures, guidelines and formats in line with ADB Administrative Orders.

g. Office Administration

Ensures that office administrative filing systems and records are properly maintained and updated. Oversees and maintains adequate stock of office supplies. Coordinates office service providers, and provides support for other administrative functions, such as monitoring of leave, attendance, overtime utilization, and staff mission as required.

h. Contribution to ERO Teamwork

Coordinates regular ERO team meetings, virtual meetings with SPD Management Team and other HQ colleagues, including the set-up and testing of videoconferencing facilities. Provides back-up and coverage for other ERO colleagues during times of leave or other absence as requested, especially for the ERO Administration and Communications Coordinator role.

i. Others

Willingly takes on and performs any other tasks and duties as may be required and reflected in the incumbent's workplan.

Qualifications

Relevant Experience & Requirements

  • Bachelors degree in business administration, communications, office administration, information technology or related fields;
  • At least 5 years relevant work experience. Prior experience in a similar administrative support role for an international organization would be an advantage;
  • Advanced computer skills, including proficiency in MS Office and other information technology software;
  • Strong organization, coordination, interpersonal, and diplomatic skill;
  • Understanding of international development organizations (e.g. multilateral development banks) and their diverse procedures (as they relate to secretarial work) and operation;
  • Familiar with operational and administrative procedures and understanding of interactions between different institutional work areas and relevant workflows;
  • Excellent written and verbal communication skills in English and German language. Knowledge of another European language is highly desirable;
  • Ability to establish and maintain effective working relationships with internal and external contacts;
  • Able to work independently as well as contribute effectively as part of a small team in a multicultural organization within the ERO and with HQ;
  • Please refer to the link to ADB's Competency Framework for Administrative Staff level 5.

General Considerations

The selected candidate 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.

Closing date is 31 May 2020. ADB only accepts application through the ADB Career and Employment System (ACES).


1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.

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EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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