Senior Operations Assistant

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.

Source: https://www.adb.org/careers/240293