Local recruitment: Project and Events Coordinator (Philippines nationals)

Expertise: Project Management (TA Coordinator)
Expertise Group: General Operations

Consultant Source: National
TOR Keywords:

Objective and Purpose of the Assignment

The objective of the consultancy is to provide overall support to the Strategy and Partnerships Team,
Water and Urban Development Sector Office (WUD-S&P) in the implementation of its plans and activities
under its various TAs and initiatives, including conferences, trainings, workshops, and others.

Scope of Work

The consultant will provide support in facilitating the required coordination, logistic arrangements,
and administration to WUD-S&P in various activities. He/She will work closely with the team to support
in implementing its activities. The consultant will be based in Manila, Philippines.

Detailed Tasks and/or Expected Output

Detailed Tasks and/or Expected Output

Knowledge Work and Events Management

1. Support WUD-S&P in the organization of events and maintain an updated database of internal and
   external participants for all events.
2. Facilitate event-related logistics and administrative support such as:
   (i) coordination with concerned divisions in CSD regarding logistics and administrative support for all
   WUD-S&P events, including but not limited to physical lay-out, uploading of presentations, and audio-
   visual documentation;
   (ii) coordination for the arrangement of teleconferencing facilities and equipment;
   (iii) support in dissemination of event invites; and
   (iv) compile and maintain digital copies of post-event documentation, all event-related presentation
   materials and documents in coordination with the national officers and communications team.
3. Support in carrying out peer review meetings with ADB’s regional teams.
4. Support logistical preparations of meetings related to the Water Financing Partnership Facility and
   Urban Financing Partnership Facility.
5. Support in distribution/dissemination of publications and other WUD-S&P knowledge products.
   Office Administration and Communications
6. Ensures all correspondences and documents have accurate information, are properly prepared, submitted
   on time, with high standards of quality, and in compliance with ADB’s standards including ADB’s Handbook
   of Style and Usage.
7. Ensures all incoming mails are properly distributed and brought to the attention of concerned staff,
   and follows-up the flow of documents for effective monitoring of deadlines.
8. Manage documentation and maintain records/data on projects, TAs, publications, and other relevant
   documents as required including scanning/uploading/disclosing documents in SharePoint.
9. Support in preparing correspondences, coordinating meeting schedules, and preparing meeting
   documentation or minutes, as needed.
10. Ensures effective coordination of supervisors’ schedules, mission clearances, arrangements for
    travel and accommodation, and liquidation of expenses, in accordance with ADB procedures.
11. Perform other duties as required by the Director, WUD-S&P.

The contract is subject to performance evaluation review, conducted at midpoint or annually, whichever
comes first. The review shall be based on achievement of assignment specific outputs on time and on
budget. Any changes in stated outputs need to be approved by ADB. ADB reserves the right to terminate
the contract i) if outputs are not achieved on time and at quality level acceptable to ADB; ii) services
are no longer required or iii) for any other reasons in the interest of the project. Pre-termination of
the contract is subject to 2-weeks notice.

Minimum Qualification Requirements

• Bachelor’s degree and with at least 5 years relevant work experience.
• Advance computer skills with sound knowledge of common word-processing and spreadsheets, and programs
such as PowerPoint, Zoom, MS Teams, SharePoint, and other similar platforms.
• Good working knowledge of ADB’s procedures and standards relevant to the performance of assigned work
is preferred.
• Able to manage priorities and workload within the general schedule of work, instructions, and
standardized practices.
• Ability to communicate and work effectively with individuals from different cultural/national
backgrounds.
• Good oral and written communication skills in English.

Minimum General Experience: 6 Years
Minimum Specific Experience (relevant to assignment): 5 Years