Senior Operations Assistant

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Description

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As a Senior Operations Assistant, you will perform a full range of secretarial duties for international staff and coordinate knowledge dissemination activities, database management, and other administrative activities for the assigned units.

You will:

• Ensure that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB’s standards. Independently compose and send out routine letters.
• Draft more complex correspondence for signature of supervisors.
• Ensure all the incoming documents are logged, properly distributed and brought to the attention of concerned staff, and that all outgoing documents are delivered on time.
• Provide efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.
• Ensure the effective coordination of supervisors’ schedules by maintaining their calendars and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.
• Ensure the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Help ensure that Board documents (reports and recommendation of the President, technical assistance (TA) reports, project and TA completion reports) are in accordance with the latest ADB template and Handbook of Style and Usage. Coordinate and monitor the EAOD’s TAs under processing and coordinate with other staff to ensure updating milestone events of firm and standby loan and TA projects under processing and programmed in the Oracle-based eOperations (eOps) and SovOps.
• Assist in the administration of TA projects from the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports. Check regularly TA performance report in the eOps, SovOps and Integrated Disbursement System (IDS) for progress on TA under implementation. Collect, compile and analyze relevant information and data related to the division to produce routine and/or ad hoc statistics/reports as instructed.
• Supports East Asia Department (EARD) Knowledge Management Unit to facilitate knowledge management activities. Create and maintain a calendar of the division’s knowledge dissemination activities.
• Assist in the administration of knowledge TA projects including the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports. Check regularly TA performance report (TAPR) and IDS for progress on TA under implementation.
• Coordinate the various activities such as meeting arrangements of a division/office/department to ensure that the supervisor’s instructions are passed onto the concerned staff.
• Collect, compile and analyze relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed including K-Nexus and SharePoint sites.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

You will need:

Bachelor’s degree in relevant fields.

• At least 5 years of relevant professional experience.
• Good computer skills in MS Office applications (Word, Excel and Power Point), and ability to quickly understand Oracle applications (eOperations [eOps], SovOps, Consultant Management System [CMS], and ADB Operations Dashboard), and ADB’s IDS, and other software products.
• Ability to liaise and work effectively with staff within own work location and remotely with individuals and Project Management Offices from different cultural/national backgrounds.
• Good analytical thinking.
• Ability to set priorities and manage workload.
• Ability to work collaboratively with teams as a constructive team member.
• Excellent written and verbal communication skills in English
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.

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