Senior Operations Assistant

Job Purpose:

To perform a range of administrative and secretarial duties for the Country Director in support of TJRM activities and operations.

Expected Outcomes

Inter/intra agency Liaison and Coordination and Intra-office Communication

Maintains liaison with government authorities and agencies, development partners and other stakeholders, and ADB HQ to support and facilitate operations and coordination, client and stakeholder relations, and general external relations.

Assists office-wide activities, including visits of senior staff from HQ and major events involving ADB at the institutional level, as the RM focal or key liaison as appropriate.

Mail/Written Communication/Follow-up

Ensures that all correspondence and documents for supervisors are correctly typed and prepared in compliance with ADB's standard. Responds on behalf of supervisors to straightforward/routine correspondences and drafts replies on more complex issues in accordance with guidelines. Monitors progress/status of tasks/documents requiring immediate action/attention to ensure timely completion of required action. Prepares and sends documents for dispatch, and logs the same. Relieves other Senior Operations Assistant when absent to ensure all incoming mail/faxes are properly recorded, distributed and brought to the attention of staff concerned, and that outgoing mail/faxes are delivered on time.

Oral Correspondence/Internal and External Contacts

Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.

Calendar/Travel

Ensures the effective coordination of supervisors’ schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by supervisors in accordance with ADB procedure. Schedules time of Country Director, tactfully refers callers to other concerned staff in appropriate situations.

Office Administration

Ensures that office filling systems and records are properly maintained and updated in accordance with the existing framework for easy retrieval.

Information Dissemination

Assists in timely dissemination of information about ADB and its operations in the host country; assists in developing a media package, both print and multi-media for the RM, and coordinates ADB's media report and interviews in host country. Updates and prepares content of the TJRM website.

Translation/Interpretation

Translates documents from the national language to English and vice versa to facilitate the RM to undertake its professional work. Translates ADB news releases and press stories into the national language, as required. Coordinates and proofreads out-sourced translation. Interprets for RM seminars, meetings, interviews as may be required.

Others

Performs any other duties as may be required and reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor’s degree

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant professional experience

Technical knowledge
- Excellent typing skills; good knowledge of stenography
- Good computer skills with sound knowledge of commonly used application software
- Familiar with internet search engines and able to undertake background search on well defined tasks
- Able to establish and maintain productive contacts with appropriate government officials, donors, executing agencies, NGOs and private sector
- Good oral and written communication skills in English and the national language
- Able to work independently by managing priorities and workload within general schedule of work, instructions and standardized practices

People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Able to work with individuals from different cultural/national backgrounds.
- Able to maintain composure under pressure
- Strong interpersonal skills

Core Competencies:

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

• Supervisor: Country Director

Important Instructions

This vacancy is for a local staff position with local remuneration package. It is open only to nationals and residents of Tajikistan.