fbpx Senior Operations Assistant | Asian Development Bank

Senior Operations Assistant

IMPORTANT INFORMATION:

Close relatives[1] of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9)

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Sector Advisory Service Cluster within the Sustainable Development and Climate Change Department. The Sustainable Development and Climate Change Department provides leadership, innovation, and knowledge sharing for ADB's sector and thematic work. The SDSC is responsible for providing policy advice, operational support, and knowledge expertise in mainstreaming priorities in the education, energy, finance, health, transport, urban, and water sectors in ADB operations.

To view ADB Organizational Chart, please click here.

Job Purpose

The Senior Operations Assistant will provide administrative and operational support services for the cluster's administrative activities, collect and consolidate information across the cluster for analytical purposes, and coordinate matters relating to various cluster activities. The incumbent will report to the Chief Sector Officer.

[1] Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle

Qualifications

Responsibilities

Policy and Strategy-related Work

  • Coordinates and monitors milestone processing events of policy and strategy-related papers. Reports any delay in the processing of policy and strategy-related papers to Senior Director.

Knowledge Dissemination Outputs and Activities

  • Coordinates and monitors the cluster's knowledge products under preparation and reports any delay in the processing of knowledge products. Coordinates and monitors the cluster's Technical Assistance (TAs) under processing and coordinates with other staff to ensure e-ops updating.

Database/Website/Publications Management

  • Collects, compiles and analyzes relevant information and data related to the cluster to produce reports as required. Monitors (or Guides) the operations of assistants in the updating of cluster databases and websites and ensures that the databases and websites reflect accurate information. Ensures that the cluster's intranet calendar is regularly updated and accurate.

Communications and Document/Information Flow

  • Ensures all correspondences and documents for the supervisor'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 mail and documents are delivered on time; monitors cluster deadlines. Informs staff of instructions from the supervisor, schedules and prepares arrangements for 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 supervisor's calendar and schedule of missions and leave.

Office Administration

  • Provides assistance on the application and interpretation of work area procedures, guidelines and formats to operations assistants. Acts as alternate coordinator for budget monitoring and focal for Mission Authorization Request preparation. Serves as attendance and division coordinator. Ensures adequate stocks of office supplies and computer requirements for the division.

Others

  • Performs other duties as may be assigned and reflected in the incumbent's workplan.

    Relevant Experience & Requirements

    • Bachelor's degree preferably in Business Administration, Accounting, Commerce, Economics, Management, Social Sciences or other relevant discipline
    • Minimum of 5 years of relevant professional experience

    • Excellent written and verbal communication skills in English is required

    • Please refer to the link for ADB Competency Framework for Administrative Staff Level 5

    General Considerations

    The selected candidate is appointed for an initial term of 3 years.

    ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

    ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

    Please note that the actual level and salary will be based on qualifications of the selected candidate.