Administrative Assistant (Multiple Positions)

Join Our Mission to Foster Prosperity in Asia
Are you ready to make a difference in the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful\: to alleviate poverty and promote sustainable development in the Asia-Pacific region.


Organizational Setting and Reporting Relationship
The Administrative Assistant position is assigned to the Talent Management Division (BPTM) within the Budget, People, and Management Systems Department (BPMSD) as part of the BPTM pool. The pool is centrally managed by BPTM, and its staff are deployed to departments and divisions across ADB to meet temporary administrative support needs. It has also served as an entry point for many staff who have since gone on to build long-term careers and progress to more senior roles at ADB.

You will be based at ADB's headquarters in Manila, Philippines, and will report to a designated international staff member or officer in the unit to which you are assigned.


Your Role
As an Administrative Assistant, you will provide administrative and operational support to the unit to which you are assigned. Your initial work may include managing correspondence and records; coordinate schedules, meetings and travel; maintain databases; and support knowledge sharing, and other activities according to the unit’s needs. Eventually, you are expected to provide more direct support to the core business areas of the Bank such as project processing and implementation, finance, economic research, human resources, procurement, or publications.

During your three-year appointment, you are expected to broaden your skills and experience through your assignments and seek a budgeted position in an ADB department or division. If you do not secure such a position, your appointment will end upon completion of the three-year period.


You will\:

• Draft and coordinate routine correspondence using approved ADB templates, ensuring timely distribution, acknowledgement, and follow-up with relevant staff.

• Coordinate supervisors' schedules through efficient scheduling across offices and global time zones, including prioritization and resolving conflicts of competing demands. Respond to internal meeting requests.

• Coordinate supervisors’ schedules, travel arrangements, and mission logistics, including visa processing, flight bookings, accommodation, and itineraries, in accordance with ADB procedures and using relevant tools and systems.

• Maintain office filing systems and records in accordance with ADB’s knowledge management framework, ensuring documents are properly organized, accessible, and retrievable in electronic systems. Depending on the assigned department, assist in project processing, editing publications, basic accounting and treasury operations, HR administration, procurement, and research to support assigned initiatives or projects of the division.

• Collect, compile, and organize data using available digital tools to prepare routine and ad hoc reports, statistics, and dashboards.

• Perform other duties as may be assigned and reflected in the incumbent’s workplan.