Administrative Assistant

6 days ago

Manila, National Capital Region, Philippines Asian Development Bank (ADB) Full time
Join Our Mission to Foster Prosperity in Asia

Are you looking to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Administrative Assistant is assigned to the HR Business Partners Division (BPHP) within the Budget, People, and Management Systems Department (BPMSD). You will be based at our Headquarters in Manila, Philippines.

You will report to designated Technical International staff and Officer.

Your Role

As an Administrative Assistant, you will be assigned to various departments/divisions requiring temporary assistance to support their operations. You will perform administrative and operational support services for various activities to support assigned initiatives or projects of the division. You will also be tasked to coordinate knowledge dissemination activities, database management, and other administrative and operational functions.

You Will
  • Ensure that all correspondence and documents for supervisors are properly drafted, prepared, and submitted on time and in compliance with ADB's standards.
  • Provide administrative support by screening external calls and answering inquiries or routing them to respective staff within the department.
  • Ensure the effective coordination of supervisors' schedules through efficient scheduling across offices and global time zones, including effective prioritization and resolving conflicts of competing demands. Respond to internal meeting requests on a timely basis.
  • Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.
  • Ensure the office filing systems and records (both electronic in SharePoint and physical) are properly maintained and updated in accordance with an existing framework for easy retrieval.
  • Depending on the assigned department, may be asked to assist in project processing, editing publications, basic accounting and treasury operations, HR administration, procurement, and research to support assigned initiatives or projects of the division.
  • As required, may compile statistical data, prepare reports, and perform research assignments.
  • Perform other duties as may be assigned and reflected in the incumbent's workplan.

You Will Need
  • Bachelor's degree in Business Administration, Psychology, Accounting, Human Resources, Public Administration, Social Sciences, or any related fields.
  • At least 5 years relevant experience.
  • Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint, SharePoint).
  • Familiarity with videoconferencing tools (MS Teams, Zoom, Webex).
  • Excellent administrative and organizational skills with attention to detail.
  • Good memo composition and editing skills.
  • Good interpersonal skills and ability to work with individuals from different cultural/national backgrounds. Ability to manage priorities and workload, handle sensitive information with confidentiality, and make procedural decisions and judgments.
  • Able to work collaboratively with teams as a constructive team member.
  • Good oral and written communication skills in English.
  • Please refer to the link for the ADB Competency Framework for Technical Local Staff grade 1.

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.
  • Paid leave (including parental).
  • Medical and health benefits.
  • Life and other insurance plans.
  • Staff development.
  • Retirement plan.

Additional Information

This fixed-term appointment does not include options for renewal or regularization. The appointment will naturally end upon the completion of the fixed-term period. The anticipation is that staff members will seek to apply for and transition into a position within the complement of another group, department, or office before the fixed-term period concludes.

Multiple positions may be filled from this advertisement.

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 69 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 69 members.

To view ADB Organizational Chart, please click here.

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.

Visit ADB Careers FAQ for more information.

Primary Location: Asian Development Bank Headquarters-Philippines-Manila

Department: Budget, People, and Management Systems Department

Division: HR Business Partners Division

Staff Category: Technical Local - HQ (Multiple Vacancies)

Position Level: TL1

Job Posting: 18-Mar-2025, 8:03:30 AM

01-Apr-2025, 11:59:00 PM
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