Operations Assistant

The position of Operations Assistant is assigned in the Sectors Group under the Human and Social Development Sector Office (HSD). HSD was established to deliver impactful sector policy dialogues, initiatives, and solutions that advance ADB’s strategic agenda in the region and with ADB’s clients in the human and social development sector. The HSD Sector Office has three responsibilities: (i) conceptualize, process, and administer financial and technical assistance (TA) operations and deliver knowledge services to clients; (ii) support resident missions in their country engagement, lead technical work on sector diagnostics and country sector road maps, and contribute to business development efforts: and (iii) ensure ADB’s technical leadership externally and internally.

The HSD Sector Office has six sector teams: (i) regional sector team for Central, West, and East Asia region; (ii) regional sector team for Pacific countries and Southeast Asia region; (iii) regional sector team for South Asia region; (iv) practice sector team for education; (v) practice sector team for health; and (vi) practice sector team for social development.

You will be based at our Headquarters in Manila, Philippines.

You will report to the designated international staff and senior national staff in the Central, West, and East Asia region.

As an Operations Assistant, you will provide administrative support to HSD activities. You will provide administrative support in project administration, project processing activities related to loans and TA and database management.

• Prepare and log correspondence and documents for supervisor following set standards. Independently compose and send out routine letters, carefully checks documents submitted for approval of the supervisor. Ensure that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, that outgoing mails/faxes are delivered on time, and an effective filing system is maintained in HSD.
• Ensure the effective coordination of supervisor’s schedule by maintaining calendar and arranging appointments, meetings, travel, and accommodation as specified by the supervisor and in accordance with ADB procedures.
• Ensure accurate updating of event’s database, including knowledge dissemination activities.
• Develop and maintain document files and databases.
• Support the preparation of necessary loan/ TA documents and processing of these documents in accordance with ADB quality and procedures.
• Support the preparation and administration of TAs and/or projects for the selection process of consultants, processing of claims, contract variations, internal memos and preparation of TA and Project Completion Reports, back-to-office reports, under the guidance of the international staff and/or project officer.
• Assist international and national staff in the implementation of TAs, loans, and grants.
• Relieves other operations assistant, as necessary.
• Performs other duties that may be assigned as reflected in the incumbent’s workplan.

Qualifications:

• Bachelor’s degree in finance, business administration, public administration, or other fields combined with relevant experience.
• At least 5 years relevant professional experience in international/development organizations.
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and familiarity with computer system used generally in ADB and similar multilateral development banks, and proficiency with computer-based applications.
• Good interpersonal and cross-cultural skills.
• Sound understanding of ADB and similar multilateral development banks procedures and practices related to TA and loan/grant project processing and administration, including safeguards compliance.
• Excellent oral and written communication skills in English.
• Please refer to the link for ADB Competency Framework for AS4-5.

Source:  https://www.adb.org/careers/240238