Senior Operations Assistant

Job Purpose:

To provide administrative and operational support services for the department’s administrative activities. Collect and consolidate information across the division for analytical purposes, coordinate matters relating to various departmental activities, and provide administrative support to the Deputy Director General, Regional and Sustainable Development Department (RSDD).

Expected Outcomes

Policy and Strategy-related Work

Contributes in the coordination and monitoring of processing of policy and strategy-related papers. Complies and checks relevant materials for the Deputy Director General concerning the department’s policy and strategy-related work.

Knowledge Dissemination Outputs and Activities

Assists in the monitoring of the department’s knowledge products under preparation and reports any delay in the processing of knowledge products. Support in the coordination and monitoring of the Division's TAs under processing and coordinates with other staff to ensure eOperations updating. Contributes in the monitoring of the Department’s knowledge dissemination activities. Undertakes research and collates relevant documents in preparing presentation materials.

Database/Website/Publications Management

Collects, compiles and analyzes relevant information and data related to the Division/Department to produce reports as required. Ensures that the publications of the Division are in order and follows a system for easy retrieval. Supervises the operations of assistants in the updating of divisional databases and websites, and ensures that the databases and websites reflect accurate information. Ensures that RSDD's intranet calendar is regularly updated for the Division's activities and reflecting accurate information.

Communications and Document/Information Flow

Drafts memos and various letters such as responses to external invitations received by the Department. Ensures all correspondences and documents for the Deputy Director General’s signature are correctly prepared and in compliance with ADB standards. Ensures all incoming mail and documents are logged, correctly assigned to staff and distributed on a timely basis, and that outgoing mails/faxes are delivered on time. Checks the flow of documents for effective monitoring of the Division deadlines. Informs staff of instructions from the Deputy Director General, schedules and prepares arrangements for Division meetings, and prepares meeting minutes.

Internal and External Contacts

Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, referring the caller to the concerned staff, and establishing the nature of priority of requirements of unexpected visitors. Ensures effective coordination of the Deputy Director General’s calendar/schedule of mission/leave and inputs these in RSDD's deskbook.

Office Administration

Assists the Deputy Director General in handling day-to-day routine functions in support of the department’s administrative operations. Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to Operations Assistants. Ensures adequate stocks of office supplies and computer requirements for Office of the Director General, RSDD. Provides back-up support to the Associate Operations Coordinator, as required.

Others

Performs other duties as may be assigned 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
- Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used within ADB; familiar with computer system used generally in ADB
- Able to coordinate proper distribution of tasks among other Operations Assistants
- Thorough understanding of the role and function of the Division/Office/Department and a good general understanding of the organization's purpose
- Good working knowledge of ADB's procedures, formats and standards relevant in the performance of assigned work

• Able to exercise judgment on matters of confidentiality and those requiring urgent attention, especially in the supervisor's absence

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 coordination and interpersonal skills
- Excellent command of written and spoken English

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: Deputy Director General, RSDD