Senior Coordination and Administration Assistant

Reference Number

250671

Position Level

TL2

Department

Controller's Department

Division

Loan Administration Division

Location

Asian Development Bank Headquarters

Date Posted

Tuesday, August 26, 2025

Closing Date

Tuesday, September 9, :59 p.m Manila Time, 0800 GMT)

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a difference in 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 Senior Coordination and Administration Assistant is assigned to the Loan Administration Division (CTLA) within the Controller's Department (CTL). You will be based at our Headquarters in Manila, Philippines.

You will report to the Assistant Controller, CTLA and designated International Staff.

Your Role

As a Senior Coordination and Administration Assistant, you will perform administrative and operational support services for the division. You will also be tasked to coordinate knowledge sharing activities, division-wide events, database management, and other administrative and operational responsibilities.

You will:

• Support the division's annual budget planning, and work program and budget framework, using designated spreadsheet formats and formula.
• Coordinate the Budget Monitoring and Control System (BMCS) for budget monitoring. Maintain office supply inventories, serve as the asset accountability focal for the division/department, and process monthly billings from vendors and contractors.
• Help with consultant recruitment and contract maintenance through the Consultant Management System.
• Support the division's work plan and achievements monitoring, including (i) collecting and analyzing information related to the work plan and disbursement operations; (ii) preparing ad hoc statistics/reports as instructed; and (iii) compiling information in collaboration with other division/department front office staff.
• Maintain appropriate records and reports for the division's Technical Assistance (TA) for capacity building for developing member countries, under the guidance of the TA Supervising Unit Specialist.
• Ensure that all official memorandum, reports, correspondence and documents for supervisor's approval are correctly prepared and submitted on time and in compliance with ADB's standards.
• Manage and route inter-departmental comment requests and inquiries to relevant division staff to ensure outputs.
• Ensure coordination of supervisors' schedules through efficient scheduling across offices and global time zones, including prioritization and resolving conflicts of competing demands. Respond within timelines to internal meeting requests.
• Coordinate travel arrangements including confirming mission schedules, obtaining visas, scheduling flights, booking hotel accommodation, and drafting mission clearance requests or other needed documents.
• Ensure the office filing systems, records, important legal documents are maintained and updated in SharePoint following ADB's framework/IT systems for easy retrieval.
• Coordinate the events of the division/department, such as rewards and recognition of staff, division staff's training including resident mission staff.
• Share knowledge in work area procedures, guidelines and formats with colleagues.
• Perform other tasks as may be assigned and reflected in your workplan.

You will need:

• Bachelor's degree in Accounting, Business Administration, Commerce or Finance; preferably with Certified Public Accountant qualification.

• At least 5 years of relevant professional experience with proficiency in spreadsheet functions.

• Proficiency in ADB standard and similar software programs used by multilateral development banks.

• Familiarity with videoconferencing tools (MS Teams, Zoom).

• Outstanding skills in administration and organization, producing accurate and error-free work.

• Demonstrated experience collaborating in cross-cultural and diverse teams and ability to collaborate constructively as an active team participant

• Experience in prioritizing tasks, protecting confidential information, and following established procedures

• Written and verbal proficiency in English with good memo composition and editing skills

• Please refer to the link for ADB Competency Framework for TL2.

Benefits

ADB offers a rewarding salary and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.

• Retirement plan
• Medical and health benefits
• Paid leave (including parental)
• Life and other insurance plans
• Staff development

Additional Information

This appointment is open to internal and external applicants.

This is a fixed term appointment with option to renew, initially for a period of up to 3 years, or up to the Normal Retirement Date (NRD), whichever comes earlier, for the purpose(s) and conditions determined by ADB, in accordance with Administrative Order No Recruitment and Appointment). After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years or not renewed. This decision will be made in the overall interest of ADB, based on factors including but not limited to the requirement of Staff's particular blend of skills and experience for the medium-term work program of the organizational unit, sufficient funding to cover the renewed period, and Staff's performance and suitability for employment. There is no limit to the number of renewals up to NRD. However, this appointment is not convertible to a regular appointment.

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 69 members, 50 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 our Strategy 2030.

ADB only hires nationals of its 69 members.

To view ADB Organizational Chart, please click here.

ADB wants 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.

Stay up to date Subscribe to our newsletter and get the latest issues, news, events, jobs and data in your e-mail inbox.