Senior Coordination and Administration Assistant

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Description

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The Senior Coordination and Administration Assistant will provide comprehensive administrative and operational support of a highly responsible and confidential nature for the Director General and Deputy Director General of the Department. The incumbent will also coordinate administrative services across inter-departmental and management offices to ensure seamless operations.

You will:

• Prepare and ensure compliance of correspondence and documents with ADB’s standards, handle routine and complex replies, manage mail recording and distribution, and monitor confidential matters for timely action and completion.
• Provide efficient reception services by screening calls, taking messages, addressing queries, and managing unexpected visitors to ensure timely referral to the appropriate staff or party.
• Manage supervisors’ schedule and arrange meetings, travel, accommodation, and events according to ADB procedures.
• Handle mission preparation and coordinate logistical arrangements, including travel itineraries, visa processing, and special requests, while training other assistants on best practices.
• Ensure supervisors’ instructions are communicated and monitored, liaise with relevant staff and external parties as needed.
• Draft and prepare memos, correspondences, and presentations and ensure all documents are in compliance with ADB standards. Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies in accordance with guidelines.
• Compile and prepare briefing/progress reports for supervisor as requested and assist in monitoring progress/status of work programs.
• Perform office administration by ensuring filing systems and records are well-organized, maintained, and updated according to established protocols. Perform routine tasks, including maintaining office supplies and equipment.
• Assist in the logistical requirements of department activities and programs.
• Act as back-up to other assistants as required.
• Perform any other duties as may be required and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree
• At least 5 years of relevant work experience
• Excellent command of written and spoken English with good analytical skills
• Advanced computer skills with sound knowledge of common word processing, spreadsheets and graphics software used in big organizations
• Good understanding of multilateral development bank’s purpose
• Ability to handle sensitive information in compliance with organizational policies
• Good coordination and interpersonal skills
• Ability to work with minimum supervision and exercise judgement on matters of confidentiality and those requiring urgent attention
• Ability to work with individuals from different cultural/national backgrounds
• Please refer to the link for ADB Competency Framework for Administrative Staff level 5

Source: https://www.adb.org/careers/240628

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