Operations Assistant

The position of Operations Assistant is assigned to the Pacific Liaison and Coordination Office (PLCO) within the Pacific Department (PARD). PLCO oversees regional technical assistance and operations in Nauru, Solomon Islands, and Vanuatu.

You will be based at the Pacific Liaison and Coordination Office in Sydney, Australia. You will report to the designated international staff and senior officer.

Your Role

• As an Operations Assistant, you will provide administrative support to PLCO activities and assist with project implementation, technical assistance (TA) processing and implementation, database management, and logistics support.

You will:

• Manage supervisor(s) calendar in scheduling meetings with partners (internal and external).
• Process missions and archive related documentation (travel requests, expense reports).
• Process requisitions and purchase orders for institutional procurement and assist with budget preparation using eProc.
• Provide logistics support, set up meetings, and assist with transportation – for visiting missions to PLCO.
• With guidance from international and senior local staff, prepare draft routine communications to the governments and other partners, ensuring compliance with the latest ADB template and Handbook of Style and Usage and procedures.
• Facilitate dispatch of signed communications.
• Coordinate with government agencies on approval requests and outstanding obligations.
• Support the team in related operation activities such as selection of consultants, processing of claims, contract variations, internal memos and other documents.
• Record and maintain information for project administration matters in ADB systems.
• Provide back-up support to the other (Senior) Operations Assistants in the latter’s absence or relieve other operations assistants, as necessary.
• Provide support to the finance and administration unit, as necessary.
• Perform additional tasks as assigned and stipulated in your workplan.

Qualifications:

You will need:

• Bachelor’s degree in finance, social sciences, business studies, or other related fields.
• At least 5 years of relevant professional work experience; Experience in international multilateral and bilateral agencies is desirable.
• Ability to work proactively on assigned tasks, and areas of analysis and research that have a well-defined scope and steps.
• Excellent written and verbal communication skills in English.
• Proficient in ADB standard software programs (Word, Excel, PowerPoint) and information technologies.
• Ability to work collaboratively with teams and individuals from different cultural and technical backgrounds.

Source: https://www.adb.org/careers/250146