Operations Assistant

tendersglobal.net

Job Description

The Operations Assistant will provide administrative support and help coordinate and implement knowledge management activities. This will include supporting the coordination of select flagship events and initiatives and supporting administrative knowledge functions including knowledge product quality control, administration of SERD Central, and serving as focal point for maps, disclosure and ADB Today. The incumbent will report to designated International Staff and senior National Staff.
Responsibilities:
  • Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB’s standards, and properly logged and distributed to the concerned staff.
  • Provides efficient administrative 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.
  • Ensures the effective coordination of supervisor’s schedule by maintaining diaries and arranging appointments, meetings, travel, and accommodation as specified by the supervisors and in accordance with ADB procedures.
  • Assists in project processing by ensuring all documents are processed following existing procedures and guidelines, coordinating review of project documents with relevant units in a timely manner, and monitoring processing timelines to meet planned approval dates.
  • Ensures that office filing systems and records are properly maintained and updated for easy retrieval and track the flow of documents with the use of database for effective monitoring to meet deadlines.
  • Provides administrative support in the preparation of knowledge products, including quality control processes, monitoring and reporting, pipeline development, and publication processing.
  • Coordinates and consolidates SERD knowledge products and services pipeline for the Work Program and Budget Framework exercise and annual Department of Communications and Knowledge Management pipeline.
  • Supports the overall site management of SERD Central.
  • Serves as map, IT, and disclosure compliance, and ADB today focal.
  • Provides support in coordinating events at international fora.
  • Relieves other Operations Assistants as needed.
  • Performs other duties as may be assigned and reflected in the incumbent’s workplan
Qualifications:
  • Relevant Experience & Requirements
  • Bachelor’s degree in communication, economics, finance, or related fields.
  • At least 5 years of relevant professional experience; familiarity in the operations of multilateral development banks is an advantage.
  • Ability to multitask and exposure on knowledge management activities is an advantage.
  • Advanced computer skills with sound knowledge of common word-processing, spreadsheets, graphics software, and website create and maintenance.
  • Familiarity in videoconferencing tools (MS Teams, Zoom, Webex)
  • Ability to liaise, work effectively and interact in a professional manner with staff within own work location, and with other ADB stakeholders.
  • Strong interpersonal skills; ability to develop rapport internally and externally in a multilateral environment.
  • 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 4.
Source: https://www.adb.org/careers/240098

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