Asian Development Bank
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Job Description
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Description
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Organizational Setting and Reporting Relationship
- The position of Associate Secretariat Administrator is assigned to the Office of the Secretary. You will be based at our Headquarters in Manila, Philippines.
- You will report to a designated International Staff.
Your Role
- As an Associate Secretariat Administrator, you will be responsible for overall support to Board administration and providing technical and administrative support to the Enforcement Appeals Committee (EAC).
You will:
Board Administration
- Review Board members’ travel requests (consultation visit, special travel, Board group visit, Board familiarization visit) and help ensure consistency in the application of procedures; coordinate the mission requirements with staff concerned including Board assistants, Regional Departments, and Resident Missions.
- Coordinate with the Regional Departments and prepare a quarterly list of operations missions available to Director’s Advisors (DAs) and share with DAs and Board assistants. Review and process DA travel requests.
- Thoroughly review all Concur Travel Requests and Claims and endorse them to the supervising International Staff.
- Coordinate the onboarding and offboarding of DAs.
- Coordinate the logistics for Board activities, including Board and Management retreat.
- Monitor the Board of Directors budget use and prepare data for analytics to improve budget administration.
- Prepare and maintain accurate filing in SharePoint of the Board member and DA missions.
- Update the e-Board chronology of appointment of Board members and DAs.
- Respond to routine Board queries on administrative and travel matters. Conduct research, and draft summary on relevant findings.
- Help update the Board Administration Handbook.
- Research and coordinate with other multilateral development banks to find measures to improve Board administration processes, including mission travel rules and practices.
- Provide back-up support to other members of the Board Administration Team in conducting general and mid-terms elections, onboarding and offboarding of Board members, and any other matters that may arise.
Enforcement Appeals Committee Secretariat
Under the guidance of the Assistant Secretary,
- Organize Enforcement Appeals Committee (EAC) meetings and oversee the preparation of reports and supporting documents for the meetings.
- Prepare EAC minutes and maintain evidence relied upon by the EAC.
- Update statistics and data on sanctions, appeals, reprimands, cautions; and create reports.
- Administer the selection, appointment, and renewal of EAC members, and monitor term expirations. Organize orientation for new EAC members and periodic training opportunities for continuing EAC members.
- Help manage EAC expenses, including submission of reasonable travel costs, compensation for external members and the EAC Consultant, and other expenses for payment or reimbursement.
- Update the EAC’s website with basic information on the EAC’s role, structural composition, governing provisions, and contact information; and ensure that EAC case summaries are available and highlight representative or notable decisions.
- Coordinate with the Integrity Enforcement Committee Secretariat.
Others
- Provide administrative support to Board Committee meetings.
- Provide support to the management of events, including the Annual Meeting of the Board of Governors.
- Support SEC’s knowledge management activities, and other projects.
- Perform other tasks as reflected in the incumbent’s workplan.
Qualifications
You will need:
- Bachelor’s degree preferably in Business Administration, Economics, Finance or Management
- At least 5 years of relevant experience
- High degree of integrity and ability to deal with confidential matters.
- Skills in presenting, communicating, and writing in English
- Proficient in MS Office applications, and familiarity with computer systems used in multilateral organizations.
- Proficient in working diplomatically with individuals at all levels.
- Please refer to the link for ADB Competency Framework for Administrative Staff Level 6.
Source: https://www.adb.org/careers/240579
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