Job Description

Site:

Philippines, Manila, Manila

Sector:

Nonprofit/Community/Social Services/International Cooperation

Role:

Other

Date: 20/07/2022

IMPORTANT INFORMATION: Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB. 1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9). In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.
Overview 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 68 members. The position is assigned in the Logistics Management Unit (CSIS-LM), within the Institutional Services Division (CSIS). CSIS is under the Corporate Services Department (CSD). CSD manages the building, office space facilities, and delivers over 70 diverse corporate services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Director General and supported by Division Directors who manage the respective business units. CSIS-LM is responsible for printing, mail and messenger, non-life corporate insurance, shipping, transport, and asset management. To view ADB Organizational Chart, please click here.
Job Purpose The Logistics Management Assistant position will provide support in the administration of logistics management-related matters and other various requirements of the Logistics Management Unit (CSIS-LM). The incumbent will report to the designated International Staff and Senior National.
Responsibilities

• Coordinates with the different CSIS-LM service areas to finalize the monthly work status reports, budget reports, overtime summary reports, training requests and other required reports.
• Ensures that deadlines are met by coordinating with the service areas and by following up as needed. Coordinates activities of the various service areas.
• Provides administrative and IT support to Unit Head, CSIS-LM and coordinates supervisor's schedules by maintaining the calendar, arranging appointments, meetings, travel and accommodation in accordance with ADB procedures.
• Ensures that all correspondences and documents for the supervisor are accurately prepared, formatted, and submitted on time. Composes routine correspondences.
• Ensures that all incoming documents are recorded and forwarded to the supervisor, and all outgoing documents are properly logged and promptly dispatched to concerned parties for appropriate action.
• Screens visitors and callers; receives and relays messages; and arranges appointment/ meeting schedules. Enforces visitor regulations and handles internal/external queries for CSIS-LM and refers queries to concerned staff for proper action.
• Serves as website author for the unit by updating, ensuring that the contents are relevant and up to date; assisting in the design of the CSIS-LM intranet and SharePoint sites as required.
• Serves as OT and Shift-Work Verifier of CSIS-LM and ensures the accuracy of staff time recording in accordance with budget allocations by maintaining, monitoring, and verifying submitted overtime requests in the unit.
• Serves as the unit's Supplies Custodian by handling the monthly office supplies requisition and monitors utilization.
• Maintains and updates the office files in accordance with ADB's procedures and relevant guidelines.
• Serves as back up of other Administrative Assistants as directed.
• Performs any other duties as may be required and reflected in the incumbent's workplan

Qualifications
Relevant Experience & Requirements

• Bachelor's Degree
• At least 5 years of relevant professional experience
• Knowledge and understanding of multilateral organization's policies, guidelines and procedures related to the area of logistics management.
• Knowledge of office management systems and procedures. Proficiency in relevant software applications (Office 365, MS Office, Oracle, SharePoint)
• Able to liaise and work effectively with staff within own work location
• Able to work collaboratively with teams as a constructive team member
• Excellent oral and written communication skills in English
• Please refer to the link for ADB Competency Framework for AS4.

General Considerations The selected candidate, if new to ADB, is appointed for an initial term of 3 years. ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience. 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. Please note that the actual level and salary will be based on qualifications of the selected candidate.
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More details

Expiry date: 02/08/2022 Type of contract: Staff (Permanent and Fixed Term) Macro-area: South / East Asia and Pacific Level of experience: Senior Professional, more than 5 years Area of work: Supply Chain Management Type of organisation: Multilateral Organisations