Associate Legal Operations Administrator

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Description

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This position of Associate Legal Operations Administrator is assigned within the Office of the General Counsel (OGC), ADB’s legal department. OGC is responsible for providing legal and policy advice to ADB’s Board of Directors, its Management, and client departments on operational and administrative matters and advises on methods to limit ADB’s risk exposure appropriately. It prepares or reviews documents that create and define the legal rights or obligations of ADB, including financing and investment contracts.

You will be based at our Headquarters in Manila, Philippines.

You will report to a member of the OGC Management Team and designated International Staff.

The position will provide technical and analytical support to a range of well-defined operations and activities of the Office of the General Counsel (OGC), including projects and assignments of the OGC Management Team.

• Work independently on all or a combination of the following defined areas, depending on the assignment and specific duties agreed in the individual work plan.
• Manage activities of the OGC’s teams, including overall work supervision of legal operations assistants within the teams concerned, and the day-to-day processing and administration of projects and assignments. Assist in assignments of project matters by monitoring and advising OGC Management on counsels’ previous and current assignments, specialization, sector and country work, and particular counsel interests.
• Provide logistical support for Law and Policy Reform (LPR) activities, including coordination, administrative functions, and logistical arrangements for TA workshops, conferences, and OGC-sponsored seminars. Assist in the processing and administration of LPR projects. Prepare materials to be used by counsels engaged in LPR activities, meetings, and conferences. Assist in the production of LPR publications and dissemination of information and data.
• Prepare various documentation on ADB policies and procedures and other legal opinions and correspondence of a confidential and sensitive nature. Assist in the preparation of various policy papers, briefing notes, speeches, and other materials for workshops and seminars.
• Maintain and update databases on relevant folders and shared sites. Generate statistical reports for OGC Management on lawyer assignments when needed.
• Provide analytical and technical support in the process of engaging external counsels covering the preparation of requests for proposals, review and evaluation of bids, preparation of requests for endorsement of counsel selection, and arranging for the execution of engagement letters.
• Prepare documentation and technical support related to ADB’s investment transactions and treasury services and review various agreements and legal representation letters to external auditors. Develop and maintain databases for monitoring records and documents relating to transactions on financing partnerships undertaken by ADB. Ensure consistency with precedents and develop appropriate procedures to ensure all documents are reviewed and cleared by supervising counsel prior to distribution to relevant departments.
• Assist in drafting and facilitation of documents for loans, guarantees and technical assistance (TA) projects, undertaking preliminary review of legal opinions against precedents, minutes of loan negotiations, cofinancing and cooperation agreements, and other ADB-generated project documents, ensuring consistency with any applicable model documents.
• Assist OGC Management in facilitating requirements for recruitment and position vacancies, including preparation of budget requests and Work Program and Budget Framework.
• Track the flow of documents for action in respective teams with the use of a database for effective monitoring of deadlines. Compile and circulate regional processing charts by coordinating with regional departments, counsels, and assistants. Supervise the centralized documentation of all regional and country-specific operation and technical assistance files, including file management and retirement. Maintain working files and backup files for special assignments.
• Provide support to an OGC Management team member. Schedule meetings and briefings relating to Board and Investment Committee meetings, and coordinate meetings for lawyers under the concerned regional team. Coordinate arrangements and participate in the secretariat relating to OGC-sponsored events, workshops, and conferences for internal and external clients on a range of sectors and thematic legal-related activities.
• Assist in development and training opportunities to address staff skills and knowledge, and coordinate training sessions for OGC staff and external clients. Provide orientation to junior assistants on the application of standard OGC office procedures and preparation of standard correspondences using applicable guidelines and formats.
• Lead in process improvement initiatives across the office, and develop work improvements and streamlining of processes, systems and procedures.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree, preferably with good working knowledge of ADB or similar multilateral development bank’s project-related and TA operation and administration.
• At least 5 years relevant experience.
• Experience in maintaining databases, as well as preparing statistical reports.
• Excellent written and verbal communication skills in English.
• Good administrative and organizational skills, with attention to details.
• Ability to manage time to handle heavy workloads involving multiple projects.
• Ability to work collaboratively with teams as a constructive team member.
• Please refer to the link for ADB Competency Framework for Administrative Staff AS6.

Source: https://www.adb.org/careers/240463

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