Senior Operations Assistant

Job Purpose:

The primary responsibility is to provide project-related analytical support to the Guarantees and Syndications (GS) Team within OPSD, and the secondary responsibility is to backstop GS Team's activities with respect to portfolio and information management.

Expected Outcomes

Monitoring and Administration of Commercial Cofinancing Portfolio
- Records final cofinancing amounts allocated to participating commercial cofinanciers for specific projects.
- Assists in the preparation and dissemination of information related to commercial cofinancing and guarantees to internal as well as external audiences. This includes (i) overseeing maintenance of the cofinancing sections of the ADB website, and (ii) preparing customized commercial cofinancing information for key clients, both internal and external.

Cofinancing Information and Database Management
- Assists in gathering information on (i) base interest rates and other key financial indicators, and (ii) indicative pricing of commercial lending transactions, for reference purposes and to facilitate the analysis of proposed cofinancing transactions.
- Assists in administering the database system for GS team to compile and update cofinancing information and generate reports with respect to projects under processing and under implementation. The system includes project-specific information as well as a directory of contacts and a mailing list of commercial cofinanciers.
- Assists in maintaining the commercial cofinancing project files, making sure that such files are up to date and complete (including signed copies of agreements, side letters, the final report and recommendation of the President (RRP), time schedules, offering circulars, if any, and other key project documents.)

Project Processing and Administration
- Assists in the administration of technical assistance (TA) projects from the TA consultant selection process, processing of claims, and preparation of TA Completion Reports.
- Assists in the processing and administration of projects with commercial cofinancing, including gathering of relevant information on cofinanced projects under administration for monitoring the progress of implementation and disbursements, and as basis for billing and collecting administration fees, if any.
- Assists in the review of commercial cofinancing agreements to ensure compliance with their requirements.
- Collects relevant documents/papers to complete the commercial cofinancing file of approved loan projects; assists in the timely submission of project reports to cofinanciers; and responds to cofinanciers' queries on approved projects upon clearance by supervisors.

Consultant Recruitment
- Prepares TOR and cost estimates through Consultant Management System (CMS);
- Reviews and processes consultants' claims for payment; preparation of consultants’ contract variations and preparation of memos on closing of consultants’ contracts.

Coordination, Logistics and Administrative Support
- Assists in the preparation of presentation materials for commercial cofinancing seminars and workshops, as well as the commercial cofinancing brochure and other official publications, by drafting statistical tables and charts; maintains a checklist of documents provided to, or requested by cofinanciers.
- Coordinates the submission of BTORs, progress reports and other reports on approved cofinanced projects for requests received from stakeholders.
- Gathers and researches information for the bi-weekly newsletter, Asian Capital Markets Snapshot.

OthersPerforms other duties which may be assigned by the supervisor(s) and reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor’s degree in business administration or related course

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant experience; experience in administrative work and exposure to ADB project processing and administration will be an advantage

Technical knowledge

• Working knowledge of assigned area
• Capable and willing to work together specially in teams
• Proficient with computer software in common use in ADB, and with the use of computer databases to input and extract information, and to generate standard and ad hoc reports
• Understanding of the relevant procedures and guidelines and their importance in the overall function of the work area

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
- Good oral and written communication skills in 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: Advisor (Guarantees and Syndications) and/or designated International Staff and senior National Staff