ADB, Senior Administrative Assistant, 17 April 2009

Administrative Staff -- Field Office
INT-AS-09-002-SOTL 01 Apr 2009


Title : Senior Administrative Assistant
Department : Special Liaison Office in Timor-Leste (SOTL)

Position ID: 02017

Level: 5

1. JOB PURPOSE:

To perform full secretarial services for the Country Director and other administrative assistance for the Resident Mission, and provide statistical and analytical support to country programming, and project and technical assistance processing and administration.

2. EXPECTED OUTCOMES:

Mail/Written Communications/Follow-upEnsures that all correspondence and documents for supervisor are correctly typed and prepared in compliance with ADB's standards; composes and sends out routine letters; drafts more complex correspondence for signature of supervisor.

Ensures that all incoming mails are logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.

Oral Communications/Internal & External ContactsProvides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.

Coordination/Calendar/TravelEnsures the effective coordination of supervisor's schedule by maintaining diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisor and in accordance with ADB procedures. Coordinates the various activities such as meeting arrangements to ensure that the supervisor's instructions are passed onto the concerned staff.

Office AdministrationEnsures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
Tracks the flow of documents with the use of database for effective monitoring to meet deadlines.

Maintains a log of visiting missions.

Acts as attendance/leave/overtime coordinator.

Operations Support/Data Analysis/Report GenerationProvides statistical and analytical support for activities relating to country programming, and project and technical assistance (TA) processing and administration, such as in the preparation of the country strategy and program updates, review and update of the Program Preparation Information System database, recruitment of consultants and documentations, update of the technical assistance performance reports and preparation of the project and TA completion reports.

Collects, compiles and analyzes relevant information and data related to the office to produce routine and/or ad hoc statistics/reports as instructed.

OthersPerforms any other duties as may be assigned, for example preparing draft minutes of meetings, keeping records of meetings held, decision taken, etc..

3. EDUCATION REQUIREMENTS:

Bachelor's degree

4. RELEVANT EXPERIENCE AND OTHER REQUIREMENTS:

Suitability to undertake the responsibilities mentioned above at the required level. At least 5 years of work experience.
Excellent command of written and spoken English. Excellent typing skills. Good knowledge of stenography preferred.
Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used within ADB.
Good coordination and interpersonal skills and supervisory skills. Ability to coordinate proper distribution of tasks among other secretaries. Ability to work with individuals from different cultural/national backgrounds.
Thorough understanding of the role and function of the office and a good general understanding of the organization's purpose.
Good working knowledge of ADB's procedures, formats and standards relevant in the performance of secretarial work.
Ability to work with minimum supervision and exercise judgement on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
Familiarity with local languages and institutions.

5. CORE COMPETENCIES:

Technical Knowledge and Skills
Can perform the job independently
Recognizes and corrects things that are wrong
Can answer all routine queries and questions
Client Orientation
Sees colleagues and other departments as clients as well as external contacts
Speaks and acts with respect towards clients
Makes changes to help clients when their needs change
Achieving Results
Manages time to ensure work is completed to deadlines and targets
Prioritizes to ensure important deadlines are met
Manages obstacles to getting work done
Working Together
Regularly assists others in their work
Has supportive and cooperative relationships with other colleagues in the team
Complements the work of other team members
Learning and Knowledge Sharing
Learns new things and keeps knowledge and skills up to date
Volunteers for training and development
Explains new methods of work to colleagues and voluntarily shares useful information

6. IMMEDIATE REPORTING RELATIONSHIPS:
Country Director.

7. IMPORTANT INSTRUCTIONS:
· Applicants should use the Applicant's Information Sheet (applyfrm.xls) available electronically in drive W:\TEMPLATE\BPMSD or in the Forms Management Database in Lotus Notes (Form No. 320). Applications must be submitted to the Resident Representative not later than close of business of 17 April 2009. Late applications will not be accepted.
· APPLICANTS SHOULD COPY THEIR APPLICATIONS TO THEIR DIRECTOR AND RESPECTIVE SUPERVISORS.
· Staff on probation are not eligible to apply. Applicants for promotion must have served at their personal level for at least two years and in their current position for at least one year. Those applying for lateral transfer must have served in their current position for at least 12 months (reference A.O. 2.03, paragraph 5.4).
· Applications from qualified ADB staff will be considered first before external applications.
· The advertised position is a local staff position with a local remuneration package. It is open only to persons who are nationals and residents of Timor-Leste.