Senior Operations Assistant

2 weeks ago

Manila, National Capital Region, Philippines Asian Development Bank Full time

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Senior Operations Assistant is assigned to the Office of the Director General Division (OPSD) within the Private Sector Operations Department (PSOD). You will be based at our Headquarters in Manila, Philippines.

You will report to the Deputy Director General.

Your Role

As a Senior Operations Assistant, you will provide administrative and secretarial services for various activities of the agribusiness investment team including coordinating knowledge dissemination activities, coordinating administrative activities and various activities relating to project processing and administration, database management, and other clerical functions. The incumbent will report to designated International Staff and Senior National Staff.

You will:

Office Administration, Coordination, and Communications

  • Ensure that the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
  • Ensure that all documents are processed following existing procedures and guidelines, coordinates review of project documents with relevant units in a timely manner, and monitors processing timelines to meet planned approval dates.
  • Maintain a complete and organized e-filing system in SharePoint and tracks the flow of documents with the use of database for effective monitoring to meet deadlines.
  • Ensure that all correspondence and documents for supervisors are prepared in compliance with ADB's standards. Independently composes and sends out routine emails, follow-ups, and reminders. Help supervisors respond to emails and remind supervisors of important emails. Drafts more complex correspondence for signature of supervisors. Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails are delivered on time.
  • Organize and manage office visitors to ensure that they are routed in a timely manner to the concerned staff.
  • Coordinate various activities such as meeting arrangements, signing of documents, timeline coordination of a division/office/department in accordance with supervisor's instructions.
  • Assist in processing and administration of technical assistance (TA) projects, from the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports, as may be required.
  • Collect, compile and analyze relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed.
  • Contribute to the enhancement and implementation of systems and procedures, and administration of computer applications to ensure that PSOD's requirements are met.

Calendar/Travel

  • Ensure the effective coordination of supervisors' schedules through efficient scheduling across officer and global time zones, and maintaining their diaries and arranging appointments, meetings, travel, visas and accommodation as specified by the supervisors and in accordance with ADB procedures.

Event Organization and Management

  • Support supervisors in organizing events including panels, webinars, seminars and workshops.
  • Coordinate and prepare invite lists, presentations and marketing materials.
  • Coordinate event administration, logistics and organization.

Others

  • Support other Operations Assistants as directed.
  • Perform other duties as may be assigned and reflected in the incumbent's workplan.
Qualifications

You will need:

  • Bachelor's degree in business administration, finance, or relevant fields
  • At least 5 years of relevant professional experience
  • Advanced computer skills with sound knowledge of common word processing, spreadsheets, and graphics software used in multilateral organizations
  • Excellent command of written and spoken English and proactive in communication
  • Excellent coordination and interpersonal skills
  • Excellent at time management and meeting deadlines
  • Ability to coordinate proper distribution of tasks among other administrative assistants
  • Ability 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 to the performance of work
  • Ability to exercise judgment on matters of confidentiality and those requiring urgent attention, especially in the supervisor's absence
  • Ability to work collaboratively with teams as a constructive team member
  • Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.
Benefits

ADB offers competitive compensation and a comprehensive
  • Paid leave (including parental)
  • Medical and health benefits
  • Life and other insurance plans
  • Housing and education allowance (if applicable)
  • Expatriate benefits (for international staff)

Additional Information

This is a fixed term appointment with option to renew for an initial period of three (3) years following Section 3.1 (b) of Administrative Order No "Recruitment and Appointment'). This appointment is not convertible to a regular appointment. It may be extended on an exceptional basis for a further fixed period at the option of ADB. This appointment is open to internal and external applicants.

About Us

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 .

To view ADB Organizational Chart, please click here .

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.

Visit ADB Careers FAQ for more information.

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