As an Executive Assistant, you will provide full administrative support to the Principal Director, DOCK. You will also support the Front Office knowledge management activities including records management, internal coordination, DOCK's governance functions, and other administrative functions in DCOD.
You will:
a. Administrative Support
Provide, effective, and efficient administrative support to the Principal Director (PD), DOCK.
Coordinate with other Departments, Staff, and clients to ensure the efficient execution of PD, DOCK's meetings and attendance to external events.
b. Office Coordination
Ensure that requests from clients are properly recorded, distributed, and brought to the attention of the staff concerned.
Monitor progress and status of confidential items requiring immediate attention to ensure completion of required action.
Ensure that instructions of PD, DOCK are communicated to all concerned staff for proper action and monitor the status of replies.
Help in the application of work area procedures, guidelines and formats to junior administrative staff and administrative assistants.
Liaise with ADB staff, executing agencies, and donor countries.
c. Internal Communication, Documents Management, and Knowledge Dissemination
Support the efficient handling and approval of incoming and outgoing documents.
Ensure that the office filing systems and records are properly maintained and updated following an existing framework.
Ensure the dissemination of internal and external information within DOCK.
Ensure that the relevant and up-to-date documents for DCOD are maintained in SharePoint.
Monitor department deadlines, deliverables, and follows-up actions from Staff.
Support the development and maintenance of Policy Architecture related documents on DOCK's governance role in ADB.
d. Data Analysis and Report Generation
Collect, compile, and analyze relevant data to produce standard reports.
Compile and prepare briefing/progress reports for supervisor.
e. Others
Perform any other tasks as may be required and reflected in the workplan.
Qualifications
You will need:
A Bachelor's degree
At least 5 years of relevant experience.
Excellent typing and note taking skills.
Thorough understanding of and in-depth knowledge of multilateral/bilateral organization's diverse procedures (as they relate to secretarial work) and operations.
Ability to work with individuals from different cultural/national backgrounds.
Familiar with operational and administrative procedures and full understanding of the interactions between different work areas and relevant workflows.
Proficient in standard software programs and information technologies.
Able to liaise and work with staff within own work location and throughout ADB.
Able to work collaboratively with teams as a constructive team member.
