Join Our Mission to Foster Prosperity in Asia

Are you looking to have a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Associate Secretariat Administrator is assigned to the Office of the Secretary. You will be based at our Headquarters in Manila, Philippines.

You will report to a designated International Staff.

Your Role

As an Associate Secretariat Administrator, you will be responsible for overall support to Board administration and providing technical and administrative support to the Enforcement Appeals Committee (EAC).

You will:

Board Administration

• Review Board members’ travel requests (consultation visit, special travel, Board group visit, Board familiarization visit) and help ensure consistency in the application of procedures; coordinate the mission requirements with staff concerned including Board assistants, Regional Departments, and Resident Missions.
• Coordinate with the Regional Departments and prepare a quarterly list of operations missions available to Director’s Advisors (DAs) and share with DAs and Board assistants. Review and process DA travel requests.
• Thoroughly review all Concur Travel Requests and Claims and endorse them to the supervising International Staff.
• Coordinate the onboarding and offboarding of DAs.
• Coordinate the logistics for Board activities, including Board and Management retreat.
• Monitor the Board of Directors budget use and prepare data for analytics to improve budget administration.
• Prepare and maintain accurate filing in SharePoint of the Board member and DA missions.
• Update the e-Board chronology of appointment of Board members and DAs.
• Respond to routine Board queries on administrative and travel matters. Conduct research, and draft summary on relevant findings.
• Help update the Board Administration Handbook.
• Research and coordinate with other multilateral development banks to find measures to improve Board administration processes, including mission travel rules and practices.
• Provide back-up support to other members of the Board Administration Team in conducting general and mid-terms elections, onboarding and offboarding of Board members, and any other matters that may arise.

Enforcement Appeals Committee Secretariat

Under the guidance of the Assistant Secretary,

• Organize Enforcement Appeals Committee (EAC) meetings and oversee the preparation of reports and supporting documents for the meetings.
• Prepare EAC minutes and maintain evidence relied upon by the EAC.
• Update statistics and data on sanctions, appeals, reprimands, cautions; and create reports.
• Administer the selection, appointment, and renewal of EAC members, and monitor term expirations. Organize orientation for new EAC members and periodic training opportunities for continuing EAC members.
• Help manage EAC expenses, including submission of reasonable travel costs, compensation for external members and the EAC Consultant, and other expenses for payment or reimbursement.
• Update the EAC’s website with basic information on the EAC’s role, structural composition, governing provisions, and contact information; and ensure that EAC case summaries are available and highlight representative or notable decisions.
• Coordinate with the Integrity Enforcement Committee Secretariat.

Others

• Provide administrative support to Board Committee meetings.
• Provide support to the management of events, including the Annual Meeting of the Board of Governors.
• Support SEC’s knowledge management activities, and other projects.
• Perform other tasks as reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree preferably in Business Administration, Economics, Finance or Management
• At least 5 years of relevant experience
• High degree of integrity and ability to deal with confidential matters.
• Skills in presenting, communicating, and writing in English
• Proficient in MS Office applications, and familiarity with computer systems used in multilateral organizations.
• Proficient in working diplomatically with individuals at all levels