Overview
Provide administrative and technical support to the Japanese Representative Office in managing daily operational and administrative requirements, and support outreach events and communications to enhance ADB's visibility in Japan.
Key Responsibilities
- Manage supervisor's calendar and ensure efficient scheduling.
- Coordinate travel arrangements including mission schedules, visas, flights, and hotel bookings.
- Ensure correspondence and documents comply with ADB's standards.
- Monitor progress of JRO's work program and compile routine data and reporting.
- Coordinate with office service providers and provide support for administrative tasks.
- Provide logistical support to JRO's outreach activities and events.
- Support translation, printing, and distribution of publications.
- Provide logistical support for missions to Japan.
- Communicate with the Office of the President for mission schedules and transportation.
- Arrange appointments, meetings, and provide logistical support to mission members and event participants.
- Ensure supervisors' instructions are passed on and monitor replies.
- Seek contacts and collaborate with ADB staff and external partners.
- Assist JRO colleagues with routine procedures, guidelines, and formats.
- Coordinate the set-up and testing of videoconferencing facilities and provide IT support.
Required Experience
- At least 5 years relevant work experience.
- Prior experience in a similar administrative support role for an international organization.
- Experience organizing tasks, coordinating activities, and communicating diplomatically.
- Understanding of international development organizations and their procedures.
- Familiarity with operational and administrative procedures and workflows.
- Experience building and sustaining productive working connections with internal and external partners.
- Experience managing individual responsibilities and contributing as part of a small team in a multicultural organization.
Qualifications
• Bachelor's degree in, or related to Business Administration, Economics, Finance, International Development or International Affairs/Relations, Public Administration/Policy.
