The Asian Development Bank Institute (ADBI) seeks a results-driven Administrative Consultant, engaged on a one-year initial contract, with the possibility of renewal based on performance and institutional needs. The Consultant will deliver specialized administrative servicesโranging from travel coordination and local staff management to vendor oversight and facility operationsโensuring seamless and efficient office processes in an international setting.
Responsibilities
A. Travel Management
- Serve as the focal point for applying organizational travel rules and guidelines for staff and program participants.
- Review and advise on travel policies and flight arrangements.
- Maintain and update benchmark airfare tables for operational planning.
- Supervise support staff handling travel bookings and compliance with travel guidelines.
B. Recruitment and Local Agency Coordination
- Organize interviews with local staffing agencies and assist in the selection process for agency support staff roles.
- Work closely with local staff agencies to address performance management issues and ensure service quality.
- Manage and make decisions on agency contracts to ensure compliance and cost-effectiveness.
C. Office and Facility Management
- Liaise with building management and contractors to resolve facility issues and implement cost-saving measures.
- Manage ADBI's office facilities and office equipment and maintain policies and practices to mitigate safety and security risks.
- Plan and execute fire and disaster drills in coordination with building security teams.
- Supervise support staff responsible for day-to-day facility management and safety compliance.
D. Leave System Administration
- Manage the Instituteโs leave system operations, including leave management updates and approval workflows.
- Maintain relationship with the vendor to ensure system reliability and enhancements.
- Supervise staff handling daily operations of the leave system ensuring accurate data entry and timely processing of leave requests.
E. Vendor Management
- Oversee relationships with local Japanese vendors for office supplies, facility services, and other operational needs.
- Negotiate and manage contracts to ensure compliance with organizational standards and cost-effectiveness.
- Monitor vendor performance and resolve service issues promptly.
- Ensure all vendors adhere to ADBIโs procurement guidelines and ethical standards.
F. Others
- Liaise with the Asian Development Bank (ADB) headquarters and the ADB Japan Representative Office, as required.
- Perform any additional duties or tasks as assigned by Senior Administrative Officer and ADBI management to support the Instituteโs objectives.
Selection Criteria
- A university degree in economics, finance, business administration, or related fields.
- Practical knowledge and experience in administrative operations and office management.
- Familiarity with travel policy administration and HR support processes, preferably in an international organization.
- Strong organizational and problem-solving skills with the ability to manage multiple priorities.
- Excellent interpersonal skills and ability to work collaboratively with diverse teams.
- Excellent communication skills both in English and Japanese (written and spoken).
- Ability to negotiate and manage relationships with local vendors and service providers.
- Knowledge and experience in an international organization and/or multilateral or bilateral organization is an advantage.
Term and Application Procedure
This is a consultant or independent contractor position, initially offered for one year, with possibility of renewal contingent on performance and organizational requirements.
Consultants/contractors are neither officers nor staff of ADBI and work under the direct supervision of ADBI professional staff and the overall guidance of the department head.
Eligible to nationals of one of the Asian Development Bank member economy, currently residing in Japan and with valid working permission.
Application Procedure
Applications must include:
- CV
- Personal History Form
- Cover letter (highlighting relevant experience)
Applications should be submitted no later than Tuesday, 20 January 2026, 5:00 pm. Tokyo Time
Upon submitting, please wait for your application to load. Once completed, you will be redirected to a thank you page. Do not submit your application multiple times.
No telephone or e-mail submissions are accepted.
Women are encouraged to apply.
Only short-listed candidates will be notified.