Operations Assistant

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Description

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• Provide logistical support in the production and dissemination of ADO and ABM, as necessary;
• Provide support in the typesetting, graphic generation, and/or other tasks as may be assigned by the ADO/ABM teams.

• Provide support in TA administration including engaging and monitoring of consultants; regular monitoring of TA budgets and contracts; arrange conferences and workshops; liaise with cooperating agencies and other ADB departments/offices; process TA study outputs for publication; and prepare draft TA completion reports as may be assigned by International Staff and National Staff.

• Work with and propose improvements to IT systems used for travel, consultants hiring and claims, logistical requests), payment portals.
• Assist colleagues/liaise with concerned departments on queries relating to applications of business processes and Staff Instructions on travel, consultants engagement, events, budget and payment portals.
• Assist clients/colleagues in the use of systems (Consultant Management System, Concur, eOperations, TA Claims Partner, TA Request for Payment, etc.) and liaise/refer to ID support teams if needed.

• Maintain/updates lists/matrices/tables of data/information related to ERMR research support and operations (forecast tables, K-Nexus, accomplishment reports).
• Assist in drafting reports (TA Completion Reports, TA papers, and other papers).
• Collect and compile relevant information and data related to the division’s research outputs and knowledge products to produce routine and/or ad hoc reports/summaries as instructed.

• Provide logistical support to ERMR-organized virtual, hybrid, and onsite events including preparation and coordination of event plan that contains tasks, timeline, status, and role assignments of team members; act as ERMR focal person in event coordination meetings with colleagues from ERCI front office, Corporate Services Department, Information Technology Department, Department of Communications and Knowledge Management, and others, as necessary; and provide day-of-event support and management of logistics activities as assigned in the event plan.
• Provide support in ERMR-organized online and hybrid events as meeting/webinar host including post-event documentation, such as registration reports, attendance reports, audio and video recordings, survey forms and transcriptions (if applicable).

• Assist the supervisors for their participation in various meetings, knowledge events, policy forums by coordinating the meeting schedules/appointments, preparing the summaries and review of the meetings, and providing timely reminders.
• Coordinate various activities such as meeting arrangements of the division/department to ensure that the supervisors’ instructions are passed onto the concerned staff and support the preparation of presentations and dissemination materials.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

• Bachelor degree in Economics, business administration, social science, or related fields.
• At least 5 years of relevant professional experience.
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations. Knowledge of Adobe Illustrator and InDesign an advantage.
• Good coordination and interpersonal skills and ability to work collaboratively with teams as a constructive team member.
• Ability to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor’s absence.
• Good working knowledge of ADB’s procedures, formats, and standards relevant in the performance of assigned work.
• Experience working with different cultural/national background.
• Excellent command of written and spoken English

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