Senior Operations Assistant

The position of Senior Operations Assistant is assigned to the Philippine Country Office (PHCO) within the Southeast Asia Department (SERD). You will be based at our Headquarters in Manila, Philippines.

You will report to designated international staff and senior local staff.

As a Senior Operations Assistant, you will provide operational and coordination support for international staff members and help coordinate administrative activities for PHCO.

You will:

• Help prepare necessary loan/grant and technical assistance (TA) documents and ensure that these documents follow the latest ADB template and Handbook of Style and Usage and procedures.
• Coordinate and monitor processing milestone events of assigned loan/grant/TAs and report any delay in the processing of these documents to supervisors.
• Support the team in related operations activities such as internal memos and drafting of back-to-office reports under the guidance of the international staff and project officer.
• Coordinate and help document meetings.
• Using available IT tools and ADB apps, collect, compile and analyze relevant information related to the team/office/department to produce routine and ad hoc statistics/reports as instructed.
• Optimize the schedule of assigned staff by using scheduling software, organize meetings and events, and arrange travel and accommodation logistics in compliance with ADB protocols.
• Support project processing, project administration, and operational matters.
• Ensure that records are maintained and updated for easy retrieval and track the flow of documents with the use of a database for monitoring.
• Relieve other operations assistants when they are absent.
• Perform other responsibilities as may be assigned and reflected in your workplan.

Qualifications:

You will need:

• Bachelor’s degree in business administration or a relevant discipline.
• At least 5 years of relevant professional experience.
• Ability to undertake background research on difficult but well-defined tasks, collect, organize and analyze data, and prepare notes, papers, and sections of reports.
• Advanced experience in spreadsheets, and graphics software used in multilateral organizations.
• Good coordination and strong interpersonal skills; ability to develop relationship internally and externally in a multilateral environment.
• Ability to coordinate proper distribution of tasks among other administrative staff.
• Ability to work with individuals from different cultural/national backgrounds.
• Skills to exercise judgment on matters of confidentiality and those requiring urgent attention, especially in the supervisor’s absence.
• Ability to work with teams as a constructive team member.
• Excellent command of written and spoken English.

Source: https://www.adb.org/careers/250126