Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
This vacancy is a local staff position. It is open only to Canadian and US nationals, and US residents who currently have authorization to work in the US.
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 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 68 members.
The position is assigned in the North American Representative Office (NARO) in Washington, D.C., which reports to the Strategy, Policy and Partnerships Department (SPD) in the ADB Headquarters. SPD provides ADB with strategic planning perspectives and direction, ensures policy and operations coordination, develops policies and business processes for sovereign and nonsovereign operations, supports allocation and monitoring of the use of operational resources, manages the implementation of development results and effectiveness, establishes and manages strategic partnerships with official and other concessional partners including private and public financial institutions and traditional and new development partners, and quality review of selected project documents. NARO engages with a wide range of stakeholders in North America, including multilateral and bilateral development and financial institutions, business community, nongovernment organizations, media, and academe.
To view ADB Organizational Chart, please click here.
The Associate Administration and Communications Coordinator will (i) perform administrative support services of a responsible and confidential nature for NARO; (ii) assist in day-to-day operational and administrative requirements of NARO; (iii) assist in the organization of knowledge-sharing and awareness-raising events, and liaise on coordination of ADB and NARO staff’s participation in outreach sessions in North America; (iv) contribute to internal and external communications, including updating of NARO’s contacts database; (v) coordinate travel arrangements for NARO staff and ADB missions to North America and; (iv) provide support to the NARO team.
The incumbent will report to Representative, NARO and designated International Staff.
Coordinates office operation and maintenance with building management and assist NARO staff on HR, IT, and security-related matters. Serves as NARO’s focal point on IT and security. Orders supplies for the office. Manages petty cash in collaboration with the staff member responsible for budget and finance.
Ensures that all correspondence and documents for supervisors are prepared according to ADB standards. Responds on behalf of supervisors to straightforward/routine correspondence and drafts replies on more complex issues with necessary guidance. Ensures that incoming mail is properly recorded, distributed, and brought to the attention of concerned staff, and that outgoing mail and communications are handled in a timely manner. Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action. Ensures that office filing systems and records are properly maintained and updated. Manages sending and receipt of diplomatic pouch.
Provides efficient administrative services by welcoming visitors, screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.
Manages the office schedule and ensures that needed logistical arrangements are made for meetings, travel, accommodation and events. Prepares mission authorization requests for all NARO staff.
Serves as contact point for internal ADB inquiries to NARO. Ensures that the guidance from ADB HQ on personnel and administrative matters is shared with NARO staff for their information and proper action. Liaises with representatives of external organizations on logistical arrangements for cooperation with NARO regarding.
Coordinates and provides administrative and logistical support to the organization of events, such as hosting of meetings at NARO, external outreach activities, including booking of venues and accommodation, catering, IT connections and secretarial support. Contributes to development and maintenance of updated NARO contacts in collaboration with NARO team.
Assists in coordinating and supporting ADB missions to North America, including the participation of senior staff and members of the ADB Management team in the World Bank/International Monetary Fund meetings, and United Nations General Assembly. Assists in logistical arrangements for outreach events in which NARO participates.
Compiles data and prepares briefing/progress reports on NARO activities. Monitors progress/status of the NARO work program.
Provides back-up and coverage for other NARO colleagues during times of leave or other absence as requested, especially for the Administration and Communications Coordinator.
Performs any other duties as may be required and reflected in the incumbent’s workplan.
Relevant Experience & Requirements
- Bachelor’s degree in business administration, communications, office administration, information technology or related fields
- At least 5 years of relevant work experience. Prior experience in a similar administrative and/or communications support role for an international organization would be an advantage
- Advanced computer skills, including proficieny in MS Office applications and other information technology software
- Strong coordination, interpersonal and diplomatic skills
- Thorough understanding of international development organizations (e.g. multilateral development banks) and their diverse procedures (as they relate to secretarial work) and operations
- Familiar with operations and administrative procedures in a similar multilateral development bank
- Ability to liaise and work effectively with staff within own work location and throughout ADB
- Ability to work collaboratively with teams as a constructive team member
- Ability work with individuals from different cultural/national backgrounds
- Excellent oral and written communication skills in English
- Please refer to the link for ADB Competency Framework for AS6
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.
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.
Please note that the actual level and salary will be based on qualifications of the selected candidate.