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.
1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
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’s mission is to reduce poverty and promote sustainable economic growth in the region. ADB’s main instruments for helping its developing member countries are policy dialogue, loans, equity investments, guarantees, grants, and technical assistance.
ADB only hires nationals of its 68 member countries.
The position is assigned in the Trust Funds and Administrative Expenses (CTFA) Division within the Controller’s Department (CTL). CTL’s overall responsibility is to help maintain adequate and sound internal control of processes in ADB, and CTFA’s responsibilities include preparing financial reports for trust funds and processing and overseeing administrative and capital expense payments and the accounting thereof.
To view ADB Organizational Chart, please click here.
The Senior Coordination and Administration Assistant carries out administrative, analytical and coordinating function, and help coordinate activities for a division/office/department in accomplishing its responsibilities. The incumbent will report to Designated International Staff and senior National Staff
- Coordinates the monitoring of works assigned to different areas in CTFA by maintaining and updating computerized record keeping; monitors and follows up the progress of work to ensure that these meet the required timeline or deadlines;
Compiles and maintains all files and records of staffing matters in CTFA;
Coordinates various activities such as meeting arrangements of a division/office/department.
Data Analysis and Report Generation
Collects, compiles and analyzes relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed;
Prepares various trust fund reports and financial statements requested by internal and external clients and maintains financial profile information and data for assigned trust funds transactions on PFMS;
Checks and verifies PFMS accounting system outputs and reports relating to work area to ensure completeness and accuracy of all entries/calculations and consistency with updated records; initiates necessary action to correct any discrepancies, omissions or errors;
Performs month-end close PFMS system functions.
Ensures that office filing systems and records are properly and promptly maintained and updated in accordance with an existing framework;
Ensures that all documents are correctly typed and prepared in compliance with ADB’s standards; all incoming mails/documents for further actions are logged, properly distributed, and promptly followed up, and that outgoing mails/faxes are delivered on time and those requiring further actions are recorded and followed up;
Acts as coordinator for BMCS for budget monitoring and LVAD in Oracle environment for attendance monitoring, and prepares mission authorization requests; Performs standard activities such as maintaining adequate stocks of office supplies as required; coordinates micro-computer inventory, allocation, and requirements for the division/office/department;
Ensures the effective coordination of supervisor’s schedule;
Provides efficient reception services.
Performs other duties as may be assigned and reflected in the incumbent’s workplan.
Relevant Experience & Requirements
- Bachelor’s degree in computer science, accounting, business administration or finance, or relevant fields; CPA qualification is an advantage.
- At least 5 years of relevant professional experience in office or work administration, with high proficiency in document automation
Advance computer skills and good knowledge and application in the use of spreadsheets (Excel), database (Access) and graphics (Visio) and word-processing software; preferably with knowledge in automating such applications using Macro
Excellent typing and records/file management skills
Good coordination and interpersonal skills
Ability to liaise and work with individuals from different cultural/national backgrounds
Thorough understanding of the role and function of the division/office/department and a good general understanding of the organization’s purpose
Able to work collaboratively with teams as a constructive team member
Excellent written and verbal communication skills in English is required
Please refer to the link for ADB Competency Framework for AS5.
The selected candidate 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.
This vacancy is a local staff position.
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.