Operations Assistant

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Description

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The position of Operations Assistant is assigned to the India Resident Mission (INRM) within the South Asia Department (SARD). You will be based at INRM Office in New Delhi, India.

You will report to designated International Staff (IS) and senior National Staff (NS).

• As an Operations Assistant, you will perform a full range of administrative and operational support services for the India Resident Mission (INRM).
• Mail/Written Communications/Follow-up: Prepare correspondence and documents for supervisor following ADB’s standards. Independently compose and send out routine letters, draft more complex correspondence for signature of supervisor. Ensure that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff.
• Oral Communications/Internal & External Contacts: Screen calls, take accurate messages, deal with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors so they are routed in a timely manner to the concerned staff.
• Calendar/Travel: Effectively coordinate supervisor’s schedule and arrange appointments, meetings, travel and accommodation as specified by the supervisor and in accordance with ADB procedures. Arrange meetings/appointments with Government of India, executing agencies, donors and other stakeholders.
• Office Administration: Ensure that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval. Track the flow of documents with the use of database for effective monitoring to meet deadlines. Provide assistance as to the application/interpretation of work area procedures, guidelines and formats to other administrative staff and administrative assistants. May relieve other Senior Operations Assistants/Executive Assistants as directed.
• Coordination: 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.
• Data Analysis and Report Generation: 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.
• Project Administration: Perform project administration activities related to Technical Assistance (TA) consultant recruitment and consultant contract administration under the supervision of project officers
• Others: Perform other tasks that may be assigned and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree
• At least 5 years of relevant professional experience; experience in international agencies will be preferred.
• Comprehensive knowledge of procedures and interactions between different work areas and relevant workflows and their purpose
• Excellent written and oral communication in preparing documents, presentations and interactions
• Solid numerical ability
• Proficient with computer software in commonly used at ADB; proficient in use of computer databases to input and extract information and to generate standard and ad hoc reports
• Ability to work independently and set own work priorities
• Ability to liaise and work effectively with government officials within own work location and with colleagues
• Ability to work collaboratively with teams as a constructive team member.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 4

Source:  https://www.adb.org/careers/240529

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