Receptionist and Administrative Assistant - Asian Development Bank-ADB

RECEPTIONIST AND ADMINISTRATIVE ASSISTANT

 

Division : Timor Leste Resident Mission (TLRM)

Office : Dili

Category : Contractual Staff

Equivalent Level : AS4

 

1. JOB PURPOSE

The Reception and Admin Assistant will perform full secretarial duties for Timor Leste Resident Mission (TLRM) and help coordinate administrative activities for the assigned unit. The incumbent will report to designated International Staff and Senior Finance & Administration Officer.

2. EXPECTED OUTCOMES

Mission Support

Provides assistance to incoming missions in setting up and following up appointments, meetings and travel arrangements and person as liaison person with counterparts, if needed.

Calendar/Travel

Ensures the effective coordination of staff, missions schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.

Office Administration

• Provides administrative assistance to national and International Staff which includes preparation of correspondences and documents and efficient reception services.
• Provides efficient administrative services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.
• Ensures the effective coordination of supervisor's schedule by maintaining diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.
• Ensures the office SharePoint filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Performs certain standard activities such as maintaining adequate stocks of office supplies as required.
• Relieves other Operations Assistants when they are absent, as required.
• Handle leave management system: monitor staff attendance, monitor contractual service responsibilities.
• Monitor the activities of drivers, cleaners, gardener, security guards and the maintenance of TLRM compound.
• Handle day-to-day operations of petty cash fund of TLRM.
• Act as e-trip focal in TLRM for coordinating technical problems; and verify travel request authorization (TRA), request for reimbursement of business travel (RRBT) for TLRM staff.
• Assist Finance and Admin unit in procurement process such as obtain three quotations for goods and services.
• Act as an alternate for Requestor to create the requisition in e-procurement system.

Mail/Written Communication/Follow-up

Ensures that all correspondence and documents for office are properly typed, prepared, submitted on time and in compliance with ADB's standards.

Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that all outgoing mails/faxes are delivered on time.

Oral Communications/Internal & External Contacts

Provides efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.

Others

Performs any other duties as may be required.

3. EDUCATION REQUIREMENTS

• Bachelor’s degree

4. RELEVANT EXPERIENCE

• 5 years’ experience in a private or public organization prior to joining ADB.
• Good typing skills. 
• Good computer skills. 
• Familiarity with computer systems used generally in multilateral organizations and any financial applications system experience will be an advantage.
• Ability to work with individuals from different cultural/national backgrounds. 
• Good interpersonal and communication skills. 
• Ability to manage priorities and workload
• Within general schedule of work, instructions and standardized practices. 
• Ability to work with minimum supervision, and maintain composure under pressure.
• Effective written and communication skills in English.

5. CORE COMPETENCIES

• Application of Technical Knowledge and Skills
• Deals with routine queries and correspondence
• In accordance with procedures.
• Proactively seeks relevant development opportunities
• And submits for approval.
• Produces summaries and frameworks by collecting and analyzing diverse information.

Client Orientation

• Adjusts style and approach to respect and serve different clients.
• Conveys messages by asking questions and using different approaches.
• Identifies when a client issue requires escalation.
• Responds to clients without prompts or reminders from senior colleagues.

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work.
• Reviews all task objectives and achieves core deliverables.
• Uses time management and organizational skills to promptly complete work to the required standard.
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender and age.
• Consistently seeks assistance when requirements are unclear.
• Provides timely updates on relevant information.
• Freely shares and seeks useful knowledge and to complete work.

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions.
• Asks questions to understand how to follow up on feedback.
• Locates relevant information to expedite workflow.

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion.
• Shares ideas for how work can be completed more effectively.

6. REPORTING RELATIONSHIPS

• Supervisor: Designated International Staff and senior National Staff

Please address your application to:

Country Director
Timor-Leste Resident Mission
Asian Development Bank-ADB
Rua Cabo Verde, No.16, Posto Administrativo Vera Cruz,
Suco Motael. Dili, Timor-Leste
Email: amarcal@adb.org and emenezes@adb.org
Telp: 330-6200
Closing Date: 10 February 2022 at 5pm.