Senior Operations Assistant

As a Senior Operations Assistant, you will perform administrative support to the Regional Director, SGO and assigned outposted international staff (IS), and provide operational support services for various activities of SGO including coordination of knowledge sharing activities, database management, and other administrative support responsibilities.

You will:

• Proactively manage supervisors’ schedules by resolving scheduling conflicts, confirming meetings in advance, updating supervisors of changes to schedules, and exercising judgement in organizing the scheduling and accepting of supervisors’ meetings.
• Organize mission travel, including forward planning, by reviewing and recommending appropriate flight options, planning mission itinerary including transport and hotel accommodation, preparing meeting schedules, inputting mission authorization requests, and travel requests and timely processing of expense claims.
• Ensure that appropriate arrangements and confirmations are made for all external meetings/international events including, registration, materials, logistics and venue, among others.
• Support the scheduling and logistical requirements of internal meetings.
• Perform certain standard activities such as maintaining stocks of office supplies.
• Maintain the office filing system and records (both electronic in SharePoint and physical) following existing framework for easy retrieval.
• Review all incoming documents and mail in a timely manner and distribute them to concerned staff and/or bring to the attention of supervisors, as necessary.
• Collect, compile, and analyze relevant information to produce routine and/or ad hoc statistics/reports as instructed.
• Prepare reports and provide data in excel spreadsheet and prepare PowerPoint presentations.
• Provide efficient administrative services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.
• Attend to external visitors and ensure that external visitors are greeted and escorted to meetings and/or unexpected visitors and ensure that they are referred promptly to the concerned staff/appropriate party.

• Maintain a directory of external contacts by recording business card information.
• Support SGO’s knowledge sharing activities.
• Communicate with ADB staff inside and outside the work area, clients, and external stakeholders as required.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree in business, finance, mass communication and relevant fields
• At least five (5) years of relevant professional experience
• Excellent written and verbal communication skills in English
• Ability to manage priorities and workload within general schedule of work, instructions and standardized practices.
• Ability to foresee response and implication of own outputs, and to undertake tasks efficiently.
• Good analytical thinking with ability to make simple causal links, pro-and-con lists and analyses to reach a decision.
• Ability to work collaboratively with teams as a constructive team member.
• Ability to work with individuals from different cultural/national backgrounds.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.

Source: https://www.adb.org/careers/240647