Senior Operations Assistant

As Senior Operations Assistant, you will provide operations support in various activities related to project processing and administration, analytical, statistical, and accounting aspects of the sector office’s portfolio/pipeline management, and other administrative functions.

You will:

• Review and edit the project processing documents, updates eOperations (e-Ops) for loan and technical assistance (TA) projects under processing, including milestone events of firm and standby loan and TA projects under processing and programed.
• Support monitoring of processing timeline (reverse clock) for the CWSA finance team operations.
• Assist in the administration of loan and TA projects, from the TA consultant selection process and processing of claims, and preparation of TA completion report.
• Prepare initial inputs of information and data of loan, grant and TA projects for e-Ops and other systems, including project description and scope, design and monitoring framework, and initial baseline projections of contract awards and disbursements.
• Assist international staff in preparing annual project administration plans, including mission plans, identification of issues to be addressed and quarterly projections of contract awards and disbursements.
• Provide back up support to project analysts in reviewing and updating e-Ops and SovOps for the division’s loan and TA projects under processing, including milestone events of firm and standby loans and TAs under processing and programmed.
• Ensure that all correspondence and documents for supervisors are prepared with ADB’s standards and styles based on Handbook of Style and Usage. Independently compose and send out routine letters. Carefully check all documents submitted for approval of the supervisors.
• Ensure that there is effective coordination of work and workload among Operations Assistants and effective proactive planning to tackle the heavy processing and administration, and knowledge work workload in the division.
• Provide efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements to ensure that they are routed in a timely manner to the concerned staff.
• 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.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree in finance, business administration, public administration, or other fields
• At least 5 years of relevant professional experience.
• Experience supporting processing operations is an advantage for this position.
• Good computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations.
• Good knowledge of processing and project administration activities.
• Good coordination and interpersonal skills.
• Ability to work with individuals from different cultural/national backgrounds.
• Ability to liaise, work effectively and interact in a professional manner with staff within own work location, and with other ADB stakeholders.
• Ability to quickly understand the role and function of the Sector Office and the organization’s purpose.
• Good working knowledge of procedures, formats and standards relevant in the performance of work.
• Ability to exercise judgment on matters of confidentiality and those requiring urgent attention, especially in the supervisor’s absence.
• Please refer to the link for ADB Competency Framework for Administrative Staff level 5.

Source: https://www.adb.org/careers/240457