As a Senior Coordination and Administration Assistant, you will perform administrative and operational support services for the division. You will also be tasked to coordinate knowledge sharing activities, division-wide events, database management, and other administrative and operational responsibilities.
Responsibilities:
Support the division's annual budget planning, and work program and budget framework, using designated spreadsheet formats and formula.
Coordinate the Budget Monitoring and Control System (BMCS) for budget monitoring. Maintain office supply inventories, serve as the asset accountability focal for the division/department, and process monthly billings from vendors and contractors.
Help with consultant recruitment and contract maintenance through the Consultant Management System.
Support the division's work plan and achievements monitoring, including (i) collecting and analyzing information related to the work plan and disbursement operations; (ii) preparing ad hoc statistics/reports as instructed; and (iii) compiling information in collaboration with other division/department front office staff.
Maintain appropriate records and reports for the division's Technical Assistance (TA) for capacity building for developing member countries, under the guidance of the TA Supervising Unit Specialist.
Ensure that all official memorandum, reports, correspondence and documents for supervisor's approval are correctly prepared and submitted on time and in compliance with ADB's standards.
Manage and route inter-departmental comment requests and inquiries to relevant division staff to ensure outputs.
Ensure coordination of supervisors' schedules through efficient scheduling across offices and global time zones, including prioritization and resolving conflicts of competing demands. Respond within timelines to internal meeting requests.
Coordinate travel arrangements including confirming mission schedules, obtaining visas, scheduling flights, booking hotel accommodation, and drafting mission clearance requests or other needed documents.
Ensure the office filing systems, records, important legal documents are maintained and updated in SharePoint following ADB's framework/IT systems for easy retrieval.
Coordinate the events of the division/department, such as rewards and recognition of staff, division staff's training including resident mission staff.
Share knowledge in work area procedures, guidelines and formats with colleagues.
Perform other tasks as may be assigned and reflected in your workplan.
Requirements:
Bachelor's degree in Accounting, Business Administration, Commerce or Finance; preferably with Certified Public Accountant qualification.
At least 5 years of relevant professional experience with proficiency in spreadsheet functions.
Proficiency in ADB standard and similar software programs used by multilateral development banks.
Familiarity with videoconferencing tools (MS Teams, Zoom).
Outstanding skills in administration and organization, producing accurate and error-free work.
Demonstrated experience collaborating in cross-cultural and diverse teams and ability to collaborate constructively as an active team participant.
Experience in prioritizing tasks, protecting confidential information, and following established procedures.
Written and verbal proficiency in English with good memo composition and editing skills.
