Description
Join Our Mission to Foster Prosperity in Asia
Are you ready to make 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 Secretariat Officer is assigned to the Office of the Secretary (SEC). SEC provides strategic and operational support to ADB, the Board of Governors (BOG), and the Board of Directors (BOD). You will be based at our headquarters in Manila, Philippines.
You will report to a designated International Staff.
Your Role
As Secretariat Officer, you will provide technical guidance and support in the planning, preparation, and implementation of the ADB Annual Meeting (AM) of the Board of Governors. You will support the AM team in the areas of governance, budget, and logistics.
You will:
- Prepare and manage the annual AM budget, including providing inputs to the annual Work Program and Budget Framework on AM expenditures.
- Manage detailed arrangements for AM events. Prepare briefing materials for host countries, participant guides, website content; respond to AM inquiries; coordinate AM logistics (e.g., visas, transportation, and arrival protocols, security, accommodation); support on-site AM operations (e.g., registration, venue setup, catering, networking activities, safety and emergency procedures, conference personnel assignments); and conduct post-event evaluations to identify areas for improvement and propose changes if applicable.
- Support in preparing and participate in AM related missions; prepare related reports and recommendations.
- Support the team in monitoring timelines for various AM teams using planning tools.
- Support the team in reviewing required AM governance materials, including Board papers, Memorandum of Understanding and cost sharing agreements with the host country, briefings for the Board of Directors and Management, and to host country counterparts, updates to the AM requirements manual, pre- and post mission reports, and any other documentation needed for the AM (e.g., meeting summaries, updates, plans, schedules, statistics, and analysis on various aspect of the AM).
- Support the team in reviewing AM materials and business processes (administrative, procedural, and governance-related), during pre-event planning missions and post-event evaluations to enhance clarity, accuracy, and effectiveness, and propose improvements if needed.
- Support the team with AM related procurement, including evaluating proposals from service providers, and reviewing purchase and payment requests.
- Assist the team in developing and implementing AM sustainability activities, risk assessments, and maintaining audit-related records.
- Support the department's knowledge management activities and other projects assigned by the Assistant Secretary and The Secretary.
Qualifications
You will need:
- Bachelor's degree in business administration, international relations, communications, or related fields.
- At least 8 years of relevant professional experience. Experience handling high-level events would be a distinct advantage.
- Demonstrated client orientation; sensitized to working in a diverse and multicultural environment.
- Work collaboratively within teams as a constructive team member and coordinate effectively across teams.
- A high degree of integrity in handling confidential matters.
- Proficient in standard software programs used in multilateral organizations.
- Willingness to undertake demanding mission travel to AM host countries.
- Please refer to the link on ADB Competency Framework for Technical Local Staff grade 5
Benefits
ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.
- Paid leave (including parental)
- Medical and health benefits
- Life and other insurance plans
- Staff development
- Retirement plan
Additional Information
This is a fixed-term appointment for an initial fixed period of 3 years. At the end of the initial period, this appointment may, at the option of ADB, be extended once for up to 2 years, converted to a regular appointment, or ended on its expiration date. This decision will be made in the overall interest of ADB that: (a) it will require Staff’s particular blend of skills and experience in the foreseeable future; and (b) Staff’s performance is satisfactory and they are suitable for further employment.
About Us
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 is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.
ADB only hires nationals of its 69 members.
To view ADB Organizational Chart, please click here.
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.
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