Overview
Provide essential operational, administrative, and logistical support to the Regional Cooperation and Integration Unit (SERC) and support daily operations of SERC projects, technical assistance activities, missions, and knowledge events.
Key Responsibilities
- Provide administrative, operational, and coordination support to SERC activities, including regional cooperation programs such as the Greater Mekong Subregion (GMS).
- Be an Assistant to the Regional Head of SERC and other International Staff by managing their schedules, coordinating arrangements for their mission travels, briefing requirements, and follow-up priority actions.
- Prepare 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 organization, version control, accessibility, and retrieval of information.
- Maintain accurate administrative and operational data in corporate and unit-level systems, following established procedures.
- Perform other tasks including as alternate budget coordinator, supplies coordinator, and lead arrangements for multiple SERC activities, among others, that may be assigned.
- Support the processing, implementation, and monitoring of TA projects under the GMS Program, including changes in scope/implementation arrangements and completion reports, contract variations, requests for payment, and the like.
- Provide secretariat support to the GMS Program by assisting in logistical and other arrangements for meetings (i.e. summits, ministerial meetings, senior officials meetings, working groups, and economic corridor activities) workshops, conferences, stakeholder consultations, regional events and capacity building activities, including preparation of agendas, invitations, communications, meeting materials, and travel arrangements for participants.
- Help with the preparation, consolidation, and distribution of meeting documents, GMS-related reports, and knowledge products for all stakeholders.
- Handle routine communications and coordination within SERD units and resident missions, across ADB departments, and with external partners (such as government counterparts, development partners).
- Provide administrative follow-up on agreed actions, deadlines, management requests, and coordination tasks assigned by the Regional Head and international staff.
- 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, without formal supervisory responsibility.
- Support coordination across SERC workstreams (GMS, BIMP-EAGA, IMT-GT and ASEAN) by tracking management priorities. This support also involves facilitating information flow and assisting with the preparation of management reports, briefing packages, and required updates for the Regional Head and Unit staff.
- 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. Proven ability to multitask, undertake background research and analysis on difficult but well-defined tasks, collect and organize required data and information, apply appropriate computer skills in analyzing and developing the data, and prepare notes, papers and sections of reports. Proficiency in office administration and in the use of relevant computer-based programs and applications, including databases and videoconferencing tools.
Qualifications
Bachelor's degree in business administration or a relevant discipline.
