senior Operations AssistantAsian Development Bank

Job Description - Senior Operations Assistant (210370)
IMPORTANT INFORMATION:
Close relatives
1
of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
Overview
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty.
ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its
.
ADB only hires nationals of its
.
The position is assigned in the Portfolio, Results and Quality Control Unit (SAOD-PR) within the South Asia Department (SARD). SARD is responsible for providing leadership innovation, lending, project implementation and knowledge sharing for ADB's sector and thematic work that covers operations in Bangladesh, Bhutan, India, Maldives, Nepal, and Sri Lanka. SAOD-PR is responsible for supporting SARD management in planning, monitoring and coordinating the department's activities in key results areas.
To view ADB Organizational Chart, please click .
Job Purpose
The Senior Operations Assistant provides high quality, timely and accurate administrative, logistical, and operational support services for international staff and helps coordinate various activities in SAOD-PR. The incumbent will report to designated international staff.
Responsibilities
Project Administration
Provides support in the recruitment of consultants and in the preparation of Consultants Management System (CMS) requests, documentation for short-listing and processing of contract variations, and organization/liquidation of workshops and capacity building events.
Provides support in the selection process of TA consultants, processing of claims and preparation of TA Progress and Completion Reports.
Mail/Written Communications/Follow-up
Ensures that all correspondence and documents for supervisors are correctly typed and prepared in compliance with ADB's standards.
Independently composes and sends out routine letters. Drafts more complex correspondence for signature of supervisors.
Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails are delivered on time.
Oral Communications/Internal & External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.
Calendar/Travel
Ensures the effective coordination of supervisors' schedules by maintaining diaries and arranging appointments, meetings, travel and accommodation as specified by supervisors and in accordance with ADB procedures.
Office Administration
Ensures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
Tracks the flow of documents with the use of database for effective monitoring to meet deadlines.
Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and administrative assistants.
May relieve other Senior Operations Assistants/Executive Assistants as directed.
Performs certain standard activities such as maintaining adequate stocks of office supplies as required; coordinates micro-computer inventory, allocation, and requirements for the division/office/department.
Coordination
Coordinates the various activities such as meeting arrangements of a division/office/department to ensure that supervisors' instructions are passed onto the concerned staff.
Provides administrative / logistics support to designated staff.
Assists in holding workshops, preparing letters, and ensuring delivery to the participants, and preparing certificates/documents and arranging logistics for the participants.
Provides overall coordination of other operations assistants including contractors, and support and guide their activities with mentoring.
Data Analysis and Report Generation
Collects, compiles and analyzes relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed.
Edits and formats ADB documents such as project completion reports, TA completion reports, consultant reports and uploads them on SharePoint.
Performs any other duties as may be assigned as part of the work plan
Relevant Experience & Requirements
Bachelor's degree in relevant fields with at least 5 years of relevant professional experience.
Excellent typing skills. Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations.
Good coordination and interpersonal skills. Able to work with individuals from different cultural/national backgrounds.
Familiarity with the operations of international organizations/agencies.
Able to coordinate proper distribution of tasks among other administrative assistants.
Thorough understanding of the role and function of the division/office/department and a good general understanding of the organization's purpose.
Good working knowledge of procedures, formats and standards relevant in the performance of work.
Able to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
Very good oral and written English communication skills.
Please refer to the link
for ADB Competency Framework for Administrative Staff level 5.
General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive
. 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.
Please note that the actual level and salary will be based on qualifications of the selected candidate.
: Asian Development Bank Headquarters-Philippines-Manila
Department: South Asia Department
Staff Category: Administrative Staff (HQ)
Position Level: AS 5
: 05-Aug-2021, 12:00:00 AM
: 19-Aug-2021, 11:59:00 PM