JOB DESCRIPTION

Your Role

As a Senior Strategy and Policy Assistant, you will perform full range of secretarial responsibilities; coordinate administrative activities; support the preparation and finalization of strategy and technical papers by SPNS; manage arrangements for institutional meetings, informal board seminars, board meetings, and video and teleconferences with partners; and maintain and populate relevant databases.

You will:

Coordinate supervisors’ schedules by maintaining calendars and arranging appointments and meetings observing ADB procedures.
Coordinate SPNS’ activities, including budget preparation and monitoring, payment processing, office supplies inventory and requisition, information sharing and support in applying work area procedures.
Manage document review and meeting requests including monitoring of workflow activities, handling follow-ups and using database to track deadlines and milestones to ensure task completion.
Track operations and activities relating to Investment Committee (IC) review, Private Sector Development (PSD) checklists, and other NSO-related activities.
Collect, compile, and analyze information related to IC reviews, PSD checklists and prepare routine and statistics and reports.
Manage digital filing system in SharePoint. Ensure that office filing systems and records are maintained and updated following an existing framework for easy retrieval.
Organize logistics for events and institutional meetings such as Heads of Department meetings, Board consultations and meetings, and bilateral meetings.
Prepare and send memos, letters and documents that comply with ADB’s standards.
Manage inquiries by establishing nature and priority of the requirements and ensure that they are routed promptly to staff concerned.
Help with consultant recruitment and contract management in ADB’s Consultant Management System.
Coordinate mission arrangements including meeting schedules, visas and other travel documents, flights, hotel accommodations, finalizing itineraries following ADB procedures and completing expense report.
May relieve other Strategy and Policy Assistants.
Perform other tasks as may be assigned and reflected in your workplan.
Qualifications

You will need:

Bachelor’s degree
At least 5 years of relevant professional experience in the area of administration services.
Proficiency in quickly understanding procedures and document standards.
Proficiency in the use of computer applications for documents processing, database and presentations.
Familiarity with videoconferencing tools (Zoom and MS Teams).
Familiarity with requirements and protocols for Board and Management related events/ documentation.
Experience working with individuals from different cultural/national backgrounds.
Experience making quick procedural decisions and judgments.
Experience working with teams as a constructive team member.
Proficiency exercising judgment on matters of confidentiality and those requiring urgent attention.
Written and verbal proficiency in English.
Please refer to the link for ADB Competency Framework for Technical Local Staff Grade 2 (TL2).

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements