Operations Assistant

Job Vacancy | Tuesday, May 10, 2022

IMPORTANT INFORMATION:

Close relatives1 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.

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

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).

This vacancy is a local staff position. It is open only to nationals and residents of Mongolia.

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 Mongolia Resident Mission (MNRM) within the East Asia Department (EARD), which is responsible for maintaining relationships and delivering ADB assistance to the developing member countries of Mongolia and the People’s Republic of China. MNRM provides the primary operational link between ADB and the government, private-sector, civil-society stakeholders, and with other multilateral and bilateral development agencies and other sources of development finance in its activities. MNRM engages in policy dialogue and acts as a knowledge base on development issues in Mongolia.

To view ADB Organizational Chart, please click here.

Job Purpose

The Operations Assistant will assist in day-to-day operational and administrative requirements of MNRM in support of its efficient, effective, and smooth functioning. The incumbent will work under the guidance of designated international staff and/or senior national staff.

Responsibilities

Work independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors (international staff and/or senior national staff):


• Ensures that all correspondence and documents (emails, mail, official documents, and so forth) 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.
• Provides efficient 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.

• Ensures the effective coordination of supervisors' calendars, arranges appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.

• Ensures that work area’s logistical requirements such as office premises, its installments and equipment are well maintained and function properly; requirements of security and assets management met; and logistics of office transportation and other support services organized for the smooth daily operations and enhanced effectiveness of the workplace

• Attends all routine procedural and technical queries from internal and external source; liaises with property managers, suppliers, and contractors on matters relating to facilities, outsourced services, and administrative developments

• Ensures inventories of goods are constantly monitored and maintained at optimum levels, and the need for services is anticipated well in advance through constructive communication and feedback from across the office

• Assists with institutional procurement of works, goods, and services including fit-out works, office lease, equipment and other major acquisitions, furnishings, general housekeeping, and all other services as might be needed for the office or its business activities

• Assists with execution and administration of contracts including service contracts and supply agreements (e.g., travel agents, hotels, transportation, translation or interpretation services, workshops logistics, outsourced services, etc.) for administrative support to MNRM or project organized activities

• Maintains the list of MNRM contracted suppliers, hotels and travel agents and raises awareness of them within MNRM and relevant HQ units, resolves routine procedural and technical queries from internal and external sources

• Serves as alternate for processing of financial transactions, payments and banking tasks, uploading financial documents, and maintaining e-filing, preparing travel and staff consultancy transactions in respective systems

• Retrieves files/documents, prepares tables and charts for reports, prints, photocopies, and does any other routine office administrative and secretarial tasks

• In coordination and collaboration with other assistants, performs administrative tasks for cataloging, storing, and disposing of documents in line with applicable policies and procedures

• In coordination with peers, initiates, follows up and implements new developments that give due regard to economy, efficiency, transparency, and clients’ needs (e.g., information systems for improved working and administrative functions)

• When required, provides backup support for other assistants and analysts in exercising administrative coordination and support with oversight from the Supervisor or a more senior team leader

• Performs any other tasks as reflected in the incumbent’s workplan and/or assigned by the Supervisor.

Qualifications

Relevant Experience & Requirements

• Bachelor’s degree in Business Administration or related disciplines.
• At least 5 years of relevant expertise.
• Proven ability to handle multiple tasks under tight schedules, strong commitment, and accountability.
• Proficient in common word-processing, spreadsheets and other user software required for daily office work.
• Able to liaise and work effectively with internal and external counterparts.
• Demonstrated proactive, transparent work approach prioritizing outreach, information-sharing, and teamwork.
• Solid interpersonal and self-development skills.
• Good oral and written communications skills in English and Mongolian.
• Please refer to the link for ADB Competency Framework for Administrative Staff level 4.

General Considerations

The selected candidate, if new to ADB, 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.