Secretariat Specialist

Asian Development Bank
  • Location
    Mandaluyong, Philippines
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Apply by
    Jan-23-2017
  • Posted
    Jan 09

Position description

Provide technical guidance and support for efficient and effective operations of the Board of Governors (BOG) and the Board of Directors (BOD); and support for Management. Work with broad policies and objectives, working directly with clients, with supervision for critical tasks.

Expected Outcomes

Board of Governors

  • Take on responsibilities as assigned, including staff supervision, as required for Annual Meetings 
  • Participate in the planning, coordination, implementation, and continuous improvement of Annual Meetings, including in the Philippines in 2018 at the ADB headquarters 
  • Identify and support initiatives related to Annual Meetings
  • Design and execute public relations campaigns for the Annual Meeting in coordination with other ADB departments, offices and resident missions, as necessary 
  • Oversee high-level communication between ADB Annual Meeting and its media resources in coordination with other ADB offices 
  • Develop and maintain effective communication channels with key stakeholders, particularly in partner government agencies
  • Track news and events locally and internationally that could affect the organization of the Annual Meeting and prepare plans to address these as necessary 
  • Draft remarks, speeches, and news releases about annual meeting initiatives and accomplishments, and other communications
  • Review existing internal and external communication tools and materials used for the Annual Meeting, evaluate gaps and opportunities for improvement, and propose new initiatives, programs, and processes to enhance Annual Meeting outreach and raise its profile. 

Protocol

  • Ensure that international protocol standards are applied in arranging visits of VIPs to ADB headquarters and resident missions 
  • Provide support within ADB on protocol matters, including coordination of VIP visits to ADB, as may be required
  • Contribute to the development and implementation of in-house training on protocol, as may be required

Board of Directors and Management Group Support

  • Provide corporate secretariat services for managing the affairs of the Board and its committees, and special panels 
  • Ensure efficient planning and effective implementation of Board and Management retreats, Asian Development Fund replenishment meetings, General Capital Increase meetings, and other large events as may arise 
  • Identify and support initiatives related to secretariat services 

Knowledge Sharing

  • Collect, review, and disseminate relevant materials and knowledge on events management to The Secretary's Office (OSEC) staff and other ADB staff in close consultation with staff working on Annual Meetings
  • Develop and maintain a suitable network of key ADB stakeholders and relevant counterparts in other multilateral development banks, keeping abreast of their work programs and activities
  • Contribute to improving knowledge management processes and products in OSEC
  • Develop procedure manuals and document administration issues in handling day-to-day tasks
  • Ensure staff are informed of latest news and events that might impact Annual Meetings and other events supported events by the Office of the Secretary (SEC) 

Staff Supervision

  • Provide leadership and support to reporting staff
  • Supervise the performance of reporting staff, providing clear direction and regular monitoring and feedback on performance
  • Ensure the on-going learning and development of reporting staff

Others

  • Perform other SEC-related duties as may be assigned by The Secretary and Assistant Secretary.

Core Competencies

Application of Technical Knowledge and Skills

  • Regularly shares knowledge on new international best practice trends in comparator situations
  • Proactively applies relevant international best practices to own work
  • Convinces others to adopt international best practice by explaining the situational relevance and benefits 

Client Orientation

  • Helps colleagues work effectively with clients in different contexts and from diverse backgrounds and country situations 
  • Adapts own approach and style when interacting with clients, as opposed to requiring them to adapt
  • Draws upon international best practice in exploring solutions with clients
  • Confirms the clients’ understanding and agreement before progressing 

Achieving Results and Problem Solving

  • Draws on own and others’ multi-country experience to identify viable courses of action when conducting analyses
  • Helps internal and external clients achieve quality results beyond presenting problems and precedent
  • Highlights possible solutions for project issues based on relevant multi-country and/or multi-client experience
  • Regularly contributes insights and experiences to colleagues in the Division to help them achieve quality results
  • Overcomes unexpected difficulties and challenges to produce desired outcomes 

Working Together

  • Maintains collaborative relationships within the Department
  • Works effectively with diverse colleagues in own and other Divisions and Departments
  • Flexibly alters positions and adjusts previously stated points of view to support the group consensus
  • Follows through on team priorities in the absence of a team leader 

Communication and Knowledge Sharing

  • Checks the audience’s level of understanding and awareness of required follow up actions
  • Consistently seeks and addresses feedback on own performance
  • Creates knowledge products endorsed for wider distribution based on lessons and multi-country experience
  • Independently amends and clarifies messages and documents 

Innovation and Change

  • Actively supports work improvement and/or organizational change by work and deed 
  • Develops and adopts change plans to support Division initiatives on which one works
  • Considers current and future client needs in proposing ideas
  • Vocalizes early support for change
  • Recommends inputs to new policies, systems and processes in immediate work area

Qualifications

Education Requirements

  • Master's degree, or equivalent, in Corporate Communications, Public Relations and Marketing, Events Management, Business Administration, Public Administration, International Relations, Social Sciences, or other related fields. Bachelor’s degree in Corporate Communications, Public Relations and Marketing, Events Management, Business Administration, Public Administration, International Relations, Social Sciences, or other related fields combined with specialized experience in similar organization/s, may be considered in lieu of a Master’s degree 

Relevant Experience

Work Experience

  • International experience in large-scale public/government relations campaigns, preferably with public relations firms 
  • At least 8 years of professional experience related to public/government relations, corporate secretariat services, or events management in an international organization, government, or large corporations
  • International experience working in an international organization, government, or large corporations in several countries

Technical Knowledge

  • Knowledge of events management, media communications, and preparation and execution of public/government relation campaigns 
  • Competence and ability to handle sensitive matters with discretion, diplomacy and tact, and be at ease with dignitaries
  • Familiar with operations, policies, and procedures of multilateral development and financing institutions
  • Able to utilize and share relevant knowledge to benefit the broader ADB community
  • Demonstrate understanding and technical knowledge in their area of responsibility 

People and Leadership skills

  • Able to deal effectively with senior staff, Management, Board of Directors, senior government officials, staff of other international organizations, senior officials of private entities, and stakeholders
  • Able to deliver good service to clients
  • Able to act as a team leader when required with supervision from the Assistant Secretary or a more senior team leader
  • Act as a coach to develop capabilities/potential of more junior colleagues

Reporting Relationships

  • Supervisor: Assistant Secretary
  • The following staff positions may be supervised by the incumbent:
    • National Staff
    • Administrative Staff 

We encourage diversity in our workplace and support an inclusive and respectful work environment. Women are especially encouraged to apply.

Application instructions

*Please be sure to indicate that you saw this position on Globaljobs.org*

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