Overview
Provide essential operational, administrative, and logistical support for the Deputy Director General, Southeast Asia Department, Office of the Director General international technical staff, and related activities.
Key Responsibilities
- Provide administrative, operational, and coordination support to SEOD activities, including regional cooperation programs/initiatives.
- Serve as Assistant to the DDG, SERD and other international technical staff by managing their schedules, coordinating arrangements for their mission travels, briefing requirements, and follow-up priority actions.
- Prepare and coordinate routine correspondence, briefing notes, presentations, talking points, meeting summaries, and background materials, including proofreading, formatting, quality assurance, and document clearance.
- Maintain filing systems, shared repositories, and administrative records, ensuring effective organization, version control, accessibility, and timely retrieval of information.
- Maintain accurate administrative and operational data in corporate and unit-level systems, in accordance with established procedures.
- Perform other tasks including as supplies coordinator, and lead arrangements for various SEOD activities.
- Handle routine communications and coordination within SERD units and resident missions, across ADB departments, and with external stakeholders.
- Provide administrative follow-up on agreed actions, deadlines, management requests, and coordination tasks.
- Contribute to workflow continuity by providing backup administrative support during peak periods, missions, major regional events, and staff absences.
- Provide guidance on administrative processes, procedures, and work practices to other administrative staff.
- Support coordination across SERD workstreams by tracking management priorities, facilitating information flow, and assisting with the preparation of management reports, briefing packages, and required updates.
- Coordinate proper distribution of tasks among other administrative staff.
- Work with individuals from different cultural/national backgrounds.
- Provide guidance to Operations Assistants/Project Assistants on assigned area of work.
- Exercise judgement on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
- Work with teams as a constructive team member.
Required Experience
At least 5 years of relevant professional experience.
Qualifications
Bachelor's degree in business administration or a relevant discipline.
