Senior Operations Assistant

Job Vacancy | Thursday, May 12, 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).

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 Urban and Social Sectors Division (EASS) within the East Asia Department. EASS promotes inclusive growth and balanced development in the People’s Republic of China and Mongolia through its operations in sustainable urban development, health, education, and social protection. EASS assists DMCs in developing livable cities by providing basic infrastructure such as water supply, wastewater treatment, and district heating; and addressing environmental challenges such as solid waste disposal and water pollution. The portfolio in health, education, and social protection help to ensure access to and sustainability of quality basic services and assistance for the poor. EASS has a strategic focus on policy support, technical assistance (TA), knowledge sharing, and development of public-private partnerships through its lending and non-lending operations.

To view ADB Organizational Chart, please click here.

Job Purpose


The Senior Operations Assistant performs full administrative services for an international staff member at Director level and helps coordinate administrative and operational activities for the division. The incumbent will report to Director, EASS and other designated International Staff.

Responsibilities

• Project processing support. Under the guidance of mission leaders, monitors and updates the project information in eOperations and related data monitoring reports so that key project milestone dates are accurately captured; and helps ensure that Board documents (concept papers, reports and recommendation of the president, technical assistance reports, project and technical assistance completion reports) are processed within target schedule, prepared in accordance with the latest ADB template and Handbook of Style and Usage, the reports are of high quality, and procedural requirements follow the ADB-wide and department checklists and guidelines.

• Project administration support. Under the guidance of mission leaders, assists in the administration of 1 to 2 TA projects, which include the following tasks: process consultants’ recruitment using ADB Consultant Management System, review claims, prepare contract variation request forms and letters, prepare internal memos, support organization of TA workshops and other events, and prepare and disclose TA completion reports.

• Mail and written communications. Through careful proof reading, ensures that all correspondence and documents are correctly typed and prepared in compliance with ADB's standards. Independently composes and sends out routine letters and memos, drafts complex correspondence, and quality checks all documents submitted for approval of Director, EASS. Ensures that all incoming documents are properly logged, promptly distributed and brought to the attention of concerned staff; all outgoing mails/faxes are delivered on time; all official documents are correctly filed; and an effective filing system (both electronic in SharePoint and physical) is properly maintained in EASS.

• Oral communications/internal and external contacts. Provide efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.

• Calendar and mission travel. Effectively updates and manages the calendar of Director, EASS to ensure proper coordination of appointments, meetings, and mission schedules, including arrangements for travel and accommodation in accordance with ADB procedures.

• Managing workload/mentoring operations assistants. Based on the division’s processing pipeline, provides support to Director, EASS to review workload balance for the operations assistants; and takes charge of mentoring operations assistants through knowledge sharing, quality checking of documents, and providing guidance on ADB procedural requirements and best practice. May relieve other Senior Operations Assistants as directed.

• Other administrative tasks. Lead the planning, logistics arrangements, coordination, and program preparation for annual divisional team building retreats, division awards, and other division events.

• Perform other tasks as assigned and reflected in the incumbent's work plan.

Qualifications

Relevant Experience & Requirements

• Bachelor’s degree in relevant fields.
• At least 5 years of work experience.
• Good memo composition and editing skills.
• Excellent typing skills.
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations.
• Good coordination and interpersonal skills.
• Able to coordinate proper distribution of tasks among other administrative assistants.
• Able to work with individuals from different cultural/national backgrounds.
• 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 procedures, formats and standards relevant in the performance of work.
• Able to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.

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.