Senior Operations Assistant

tendersglobal.net

Job Description

The Senior Operations Assistant will provide administrative support by coordinating administrative activities for the sector office and various activities relating to project processing and administration. The incumbent will report to designated International Staff and Senior National Staff.
Responsibilities:
  • Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB’s standards, and properly logged and distributed to the concerned staff.
  • Provides efficient administrative services by screening incoming telephone calls, takes accurate messages, deals with queries from callers and visitors, establishes the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.
  • Ensures the effective coordination of supervisors’ schedules through efficient scheduling across offices and global time zones, meetings, travel, and accommodation as specified by the supervisors and in accordance with ADB procedures.
  • Ensures that all documents are processed following existing procedures and guidelines, coordinates review of project documents with relevant units in a timely manner, and monitors processing timelines to meet planned approval dates.
  • Maintains a complete and organized e-filing system in SharePoint and tracks the flow of documents with the use of database for effective monitoring to meet deadlines.
  • Maintain adequate stocks of office supplies as required; coordinates micro-computer inventory, allocation, and requirements for the division/office/department.
  • Collects, compiles, and analyzes relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed.
  • Assists to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and operations assistants and relieves other assistants when they are absent.
  • Performs other duties as may be assigned and reflected in the incumbent’s workplan.
Qualifications:
Relevant Experience & Requirements:
  • Bachelor’s degree.
  • At least 5 years of relevant professional experience.
  • Excellent typing skills. 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 5.

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