Senior Operations Assistant

The position of Senior Operations Assistant is assigned to the Mongolia Resident Mission within the East Asia Department (EARD).

Mongolia Resident Mission (MNRM) is responsible for maintaining relationships and developing ADB assistance to developing member countries of Mongolia (MON) and People’s Republic of China. MNRM provides the primary operational link between ADB and the government, private-sector, civil-society stakeholders, and with other multilateral and bilateral development agencies and other sources of development finance in its activities. MNRM engages in policy dialogue and acts as a knowledge base on development issues on MON.

You will report to designated international staff (IS) and senior national staff (NS).

Your Role:

As a Senior Operations Assistant, you will provide administrative support and coordination to operations teams in the processing and administration of ADB’s sovereign and non-sovereign investments and technical assistance in Mongolia. This involves support and collaboration with diverse sector and thematic teams on administrative and technical issues at project level, timely procedural actions, support to assigned supervisors and teams by performing full administrative service, consolidation of information and data update for archiving specific functional results

You will:

• Manage all incoming correspondence and documents, maintain chronological log, inform supervisor and project analyst, monitor and ensure timely outgoing correspondence for the assigned supervisor
• Screen, format, spell/grammar check and ensure accuracy to finalize documents for action before supervisor’s endorsement for CD’s signature, ensure their compliance with the quality and consistency requirements under the ADB Handbook of Style and Usage, circulate the CD-approved final version of documents to all recipients following the prescribed workflow
• Compose routine simple letters independently as cleared by the supervisor, contribute to drafting of more complex correspondence by collecting, compiling, analyzing and preparing related data and documents
• Provide administrative support for ADB-organized events, update events’ database (e.g. nominations, cost estimate, participant list, quotations/invoices, payment receipts, liquidation etc.) and support during the event
• Contribute to creation of filing structures using SharePoint, ensure regular maintenance and update of active and closed project and technical assistance files and records in accordance with the ADB’s digital filing procedures for systematic storage, sharing and retrieval of documents and database.
• Track the flow of documents with the use of database to ensure effective monitoring and meeting the deadline
• Provide administrative support to the assigned supervisors and teams, schedule appointments and meetings, take accurate minutes, book meeting rooms, prepare requests for missions, arrange transport and hotel accommodation in accordance with ADB policy and procedure
• Provide back-up support to other operations and project assistants in their absence/leave or relieve them as necessary and advised by the MNRM management
• Assist on the application/interpretation of work area procedures, guidelines and formats, coordinate, as necessary, the meeting arrangements of a team/unit/office.
• Performs other duties as may be assigned and reflected in the incumbent’s workplan

Qualifications:

You will need:

• Bachelor’s degree in business management, finance, public administration.
• At least 5 years of relevant professional experience.
• Advanced computer skills with advance level knowledge of common word-processing, spreadsheets and computer-based applications.
• Experience in events organization, and working across multiple team.
• Good coordination and interpersonal skills.
• Ability to work with individuals from different cultural/national backgrounds.
• Proven ability to undertake research and analysis on complex but well-defined tasks, collect and organize required data and information, apply appropriate computer skills in organizing and analyzing the data; and prepare notes.
• Excellent written and verbal communication skills in English

Source: https://www.adb.org/careers/240485