Senior Operations Project Assistant

As a (Senior) Operations/ Project Assistant, you will provide administrative and operational support by coordinating administrative activities for the sector office and provide operational support in project administration, project processing activities related to loans and TA, database management, and knowledge management.

You will:

• Help prepare necessary loan/grant and technical assistance (TA) documents (concept note, Reports and Recommendation of the President, TA reports, Project and TA Completion Reports) and ensure that these documents follow the latest ADB template and Handbook of Style and Usage and procedures. Coordinate and monitor the team’s TAs under processing and coordinate with other staff to ensure eOps/SovOps updating.
• Coordinate and monitor milestone processing events of assigned loan/grant/TAs and report any delay in the processing of these documents to supervisors.
• Support the programming, processing and administration of TAs and loan/grant projects such as selection of consultants, processing of claims, contract variations, internal memos and preparation of TA and Project Completion Reports, and Back-to-Office Reports under the guidance of the international staff and project officer
• Use available IT tools and ADB apps, collect, compile, and analyze relevant information related to the team/office/department to produce routine and ad hoc statistics/reports as instructed.
• Ensures that all incoming and outgoing correspondence (emails, mail, official documents etc.) is timely distributed and assigned to respective people for reviews.
• Screens external and internal calls and answer queries
• Ensure the efficient coordination of supervisor’s calendar and arranging appointments, meetings, travel, and accommodation as specified by the supervisors and observing ADB procedures.·
• Ensure that all documents are processed following existing procedures and guidelines, coordinate review of project documents with relevant units promptly, and monitor processing timelines to meet planned approval dates.·
• Provide back-up support to other project/ operations assistants in the latter’s absence or relieve other project/ operations assistant
• Maintains adequate stock of office supplies as required
• Perform other responsibilities as may be assigned and reflected in the your workplan.

Qualifications:

You will need:

• 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
• Skill in coordinating proper distribution of tasks among other operations assistants.
• Skill in working with individuals from different cultural/national backgrounds
• Experience with the role and function of the division/office/department and a good general understanding of our purpose
• Good knowledge of procedures, formats and standards relevant in the performance of work
• Skill in exercising judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor’s absence
• Skill in liaising and working with staff within own work location
• Skill in working collaboratively with teams as a constructive team member
• Excellent oral and written skills in English

Source: https://www.adb.org/careers/240825