(Senior) Operations Assistant

Job Vacancy tendersglobal.net Thursday, May 2, 2024

Join Our Mission to Foster Prosperity in Asia
Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship
The position is assigned to the Public Sector Management and Governance Sector Office (SG-PSMG) within the Sectors Group (SG). SG aims to deliver impactful sector strategy, initiatives, and integrated solutions that advance ADB’s strategic agenda in the region and with ADB’s clients. The SG, which is comprised of seven sector offices, supports the delivery of sovereign, non-sovereign, and advisory operations; delivers knowledge services; supports regional departments (RD) and resident missions (RM) in engaging with developing member countries (DMCs); and ensures ADB’s technical leadership externally and internally.

SG-PSMG leads policy development and dialogue, knowledge management, project quality assurance, sector analytic work, and loan and technical assistance processing and administration in the public management, public finance, trade and governance sectors.

You will be based at our Headquarters in Manila, Philippines and you will report to designated International Staff and/or senior National Staff.

Your Role
As a (Senior) Operations Assistant, you will provide administrative and operational support by coordinating administrative activities for the sector office and various activities relating to project processing and administration.

You will:
• Ensure that all correspondence and documents for supervisors are prepared in compliance with ADB’s standards, and properly logged and distributed to the concerned staff.
• Provide efficient administrative services by screening incoming telephone calls, take accurate messages, deal with queries from callers and visitors, establish the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.
• Ensure the effective coordination of supervisors’ schedules through efficient scheduling across offices and global time zones. Scheduling includes effective prioritization and resolving conflicts of competing demands. Respond to internal meeting requests timely. Ensure the effective coordination of supervisor’s schedule by maintaining diaries and arranging appointments, meetings, travel, and accommodation as specified by the supervisors and in accordance with ADB procedures.
• 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.
• Ensure that all documents are processed following existing procedures and guidelines, coordinate review of project documents with relevant units in a timely manner, and monitor processing timelines to meet planned approval dates.

• Monitor progress and status of confidential items requiring immediate attention to ensure timely completion.
• Ensure that office filing systems and records are properly maintained and updated for easy retrieval and tracks the flow of documents with the use of database for effective monitoring to meet deadlines.
• Assist to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and operations assistants and relieve other assistants when they are absent.
• Perform certain standard activities such as maintaining adequate stocks of office supplies as required; coordinate micro-computer inventory, allocation, and requirements for the division/office/department.
• Perform other duties as 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.
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations.
• Good coordination and interpersonal skills.
• Able to coordinate proper distribution of tasks among other operations assistants.
• Able to work with individuals from different cultural/national backgrounds.
• Thorough understanding of the role and function of the division/office/department and a good general understanding of the organization’s purpose.
• Good working knowledge of procedures, formats and standards relevant in the performance of work.
• Able to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor’s absence.
• Able to liaise and work effectively with staff within own work location.
• Able to work collaboratively with teams as a constructive team member.
• Excellent oral and written communication skills in English.
• Please refer to the link for ADB Competency Framework for Administrative Staff levels 4-5.

Benefits
ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB’s standards and comparator markets, taking into account your qualifications and experience.

● Paid leave (including parental)
● Medical and health benefits
● Life and other insurance plans
● Staff development
● Retirement plan
● Housing and education allowance (if applicable)

Additional Information
This is a fixed term appointment with option to renew for an initial period of three (3) years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. At the end of the initial period, this appointment may be renewed for a period of up to three years, or not renewed. This appointment is open to internal and external applicants.

About Us
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

To view ADB Organizational Chart, please click here.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Visit ADB Careers FAQ for more information.

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