Administration and Communications Coordinator at Asian Development Bank

Tokyo, , Japan -

Full Time

Start Date

Immediate

Expiry Date

28 Jun, 26

Salary

0.0

Posted On

30 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Coordination, Visa Applications, Document Preparation, Work Program Monitoring, Office Supply Management, Logistical Support, Videoconferencing, IT Support, Diplomatic Communication, Procedure Adherence, Stakeholder Collaboration

Industry

International Trade and Development

Description

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 position of Administration and Communications Coordinator is assigned to the Japanese Representative Office (JRO) within the Strategy, Policy, and Partnerships Department (SPD). You will be based at our representative office in Tokyo. You will report to Representative, JRO and designated technical international staff. Your Role As an Administration and Communications Coordinator, you will provide administrative and technical support to JRO in managing daily operational and administrative requirements. You will also support outreach events and contribute to internal and external communications to enhance ADB's visibility in Japan. You will: Manage the supervisor's calendar and ensure efficient scheduling across offices and global time zones. Scheduling includes prioritization and resolving conflicts of competing demands and promptly responding to internal meeting requests. Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries following ADB procedures. Ensure that all correspondence and documents for the supervisor are prepared in compliance with ADB's standards. Monitor progress of JRO's work program. Help compile other routine data and reporting. Coordinate with office service providers, and provide support for other administrative tasks, such as coordinating staff's work schedule, overtime use, and maintain stock of office supplies. Provide logistical support to JRO's outreach activities, including external speaking engagements by the Representative and organizing JRO-hosted events. Support the process of translation, printing, and distribution of publications and other materials. Provide logistical support for missions to Japan by the President and staff from other ADB departments and offices. Communicate with the Office of the President for the President's mission schedule and in-country transportation arrangements. Arrange appointments, meetings, and provide other logistical support to mission members and event participants, including visa applications, hotel bookings, and in-country transportation arrangements. Ensure that supervisors' instructions are passed on to concerned staff for proper action and monitor the status of replies. Seek contacts and collaborate with ADB staff inside and outside work area, and contacts with external partners. Assist JRO colleagues for applying routine procedures, guidelines, and formats following ADB Administrative Orders. Coordinate the set-up and testing of videoconferencing facilities and provide other IT support to JRO staff. You will need: Bachelor's degree in, or related to Business Administration, Economics, Finance, International Development or International Affairs/Relations, Public Administration/Policy. At least 5 years relevant work experience. Prior experience in a similar administrative support role for an international organization. Proficiency in using information technology software. Experience organizing tasks, coordinating activities, and communicating diplomatically with others. Understanding of international development organizations (e.g. multilateral development banks) and their diverse procedures (as they relate to secretarial work) and operations. Familiarity with operational and administrative procedures and understanding of interactions between different institutional work areas and workflows. Written and verbal proficiency in English and Japanese. Experience building and sustaining productive working connections with both internal and external partners. Experience managing individual responsibilities and contributing as part of a small team in a multicultural organization. Please refer to the link for ADB Competency Framework for TL3. Benefits ADB offers a rewarding salary and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience. Retirement plan Medical and health benefits Paid leave (including parental) Life and other insurance plans Staff development Additional Information This appointment is open to internal and external applicants. This opening is a local staff position. It is open only to qualified nationals and permanent residents of Japan. This is a fixed term appointment with option to renew, initially for a period of up to 3 years, or up to the Normal Retirement Date (NRD), whichever comes earlier, for the purpose(s) and conditions determined by ADB, in accordance with Administrative Order No. 2.01 (Recruitment and Appointment). After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years or not renewed. This decision will be made in the overall interest of ADB, based on factors including but not limited to the requirement of Staff's particular blend of skills and experience for the medium-term work program of the organizational unit, sufficient funding to cover the renewed period, and Staff's performance and suitability for employment. There is no limit to the number of renewals up to NRD. However, this appointment is not convertible to a regular appointment. About Us ADB is a leading multilateral development bank supporting inclusive, resilient, and sustainable growth across Asia and the Pacific. Working with its members and partners to solve complex challenges together, ADB harnesses innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard our planet. Founded in 1966, ADB is headquartered in Manila and owned by 69 members—50 from the region. ADB only hires nationals of its 69 members. To view ADB Organizational Chart, please click here. ADB wants 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. Visit ADB Careers FAQ for more information. #LI-Onsite

Responsibilities

The coordinator will provide essential administrative and technical support to the Japanese Representative Office (JRO) for daily operations, including managing the supervisor's schedule and coordinating complex travel arrangements. Additionally, the role supports outreach events and communications to boost ADB's visibility in Japan.