Senior Operations Assistant

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Description

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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

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