Administration and Communications Coordinator

Job Category

Job Experience

Job Location

Expiration Date

22 Jun 2018

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 67 members, 48 of which are from the Asia and Pacific region. ADB's mission is to reduce poverty and promote sustainable economic growth in the region. ADB's main instruments for helping its developing member countries are policy dialogue, loans, equity investments, guarantees, grants, and technical assistance.

ADB only hires nationals of its 67 members.

The position is assigned in the European Representative Office (ERO) in Frankfurt, Germany which reports to the Strategy, Policy and Review Department (SPD) in the Headquarters. SPD provides ADB with strategic planning perspectives and direction, ensures policy and operations coordination, supports allocation and monitoring of the use of operational resources, manages the implementation of development results and effectiveness, and maintains institutional relations with the international development community. ERO engages with a wide range of stakeholders in Europe, including multilateral and bilateral development and financial institutions, business community, nongovernment organizations, media, and academe.

Job Purpose

The Administration and Communications Coordinator is responsible for performing financial and budgetary management, control and reporting functions at the ERO, as well as providing a broad range of office administrative support in line with established ADB guidelines and procedures. The incumbent will report to the Representative, ERO or designated International Staff, and provide support to other members of the ERO team as required.

Responsibilities

Accounting

  • Manage and process daily/periodic banking functions (payments, reviewing orders/invoices); track and process value added tax refunds; maintain accurate and timely records; prepare monthly closing of accounts and bank reconciliation reports.
  • Facilitate payment of staff salaries, processing of staff benefits, and payment of contractors; update and maintain supplier records, review supplier contracts and reconcile payments.
  • Review and endorse travel costs and claims; assist HQ with financial payments for expenses incurred in Europe (e.g. events, travel) as requested.

Budget

  • Coordinate preparation and submission of ERO annual budget request and midyear budget review.
  • Monitor financial expenditure and budget utilization, run budget monitoring reports, and make necessary budget re-allocations, in close liaison with HQ colleagues, pursuing budget efficiency and cost savings measures where possible.

Office premises, equipment and inventory

  • Liaise with landlord on lease of office premises (including parking space), negotiating terms with the assistance of a lawyer and a broker; coordinate office relocation if/when required; facilitate translation of key legal documents.
  • Monitor access to office premises, including office keys and security issues; coordinate and oversee service providers and contractors, including maintenance, cleaning, airconditioning, plants and security.
  • Procurement of office assets and supplies; maintainence of upodated ERO inventory list for easy reference; labelling of equipment, disposal of assets in coordination with supervisors and HQ.

Administrative Support

  • Information and Communications Technology: IT Coordinator for maintenance of server room, data back-up, hardware installation and software updates; liaison for IT Support; ensure functional communication equipment, facilitate video/teleconferences/webinars and other technology -based communication; monitor telephone/ mobile phone contracts and track market alternatives; procure IT equipment in close coordination with HQ.
  • Human Resources (HR): assist with relocation and repatriation of ERO staff, including liaison with Foreign Federal Office regarding issuance of protocol IDs, residential registration, visas and housing; support ERO staff recruitment and recruitment of contractual staff and consultants; coordinate and track leave utilization; focal point for time management system; participate in HR events as requested by HQ.
  • Other: Assist with organization of events, scheduling of meetings, travel and other logistical arrangements when required; contribute to effective ERO information management, filing and storage; backstop ERO Executive Assistant during leave and absence; perform any other duties that may be assigned.

Relevant Experience & Requirements

  • Bachelors degree (or equivalent) in accounting, finance, business and/or office administration, information technology or another related field.
  • At least 5 years relevant work experience. Prior experience in a similar role for an international organization would be highly regarded.
  • Technical knowledge and practical training and/or experience in relevant skill areas for the role (IT, financial accounting, office management, logistics, human resources).
  • Excellent written and verbal communication skills in English and German language.
  • Able to work independently as well as contribute effectively as part of a team in a multicultural organization within the ERO and with HQ.
  • Proficiency in spreadsheets and required information technology software
  • Please refer to the ADB's Competency Framework 

How to Apply 

Qualifications

General Considerations

The selected candidate is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

 

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