Operations Assistant

Job Purpose:

Performs secretarial, administrative and operational support services for various activities of the Division (Front Office). Coordinates for knowledge dissemination activities, database management, and other administrative functions.

Expected Outcomes

Mail/Written Communication/Follow-up

Ensures that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB's standards.

Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that all outgoing mails/faxes are delivered on time.

Oral Communications/Internal & External Contacts

Provides efficient reception 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.

Calendar/Travel

Ensures the effective coordination of supervisors' schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.

Office Administration

Provides administrative assistance to one to three International Staff which includes preparation of correspondences and documents and efficient reception services.

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

Performs certain standard activities such as maintaining adequate stocks of office supplies as required.

Relieves other Operations Assistants when they are absent, as required.

Others

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

Educational Requirements:

• Bachelor’s degree

Relevant Experience And Other Requirements:

Work experience
- 3-5 years of relevant professional experience.

Technical knowledge

• Working knowledge of assigned area
• Good typing skills. Good memo composition and editing skills. Good computer skills.
• Familiar with computer systems used generally in multilateral organizations.
• Able to manage priorities and workload within general schedule of work, instructions and standardized practices.
• Able to maintain composure under pressure.

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
- Good interpersonal and communication 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: