Operations Assistant

Found in: beBee jobs PH - 2 weeks ago

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


Job Description

Description

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The Operations Assistant will perform a full range of administrative and operational duties for designated international staff. He/She will coordinate administrative activities for the assigned teams. The incumbent will report to designated International Staff and senior National Staff

Responsibilities:

Ensure that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB's standards.Provide efficient reception 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.Ensure the effective coordination of supervisors' schedules through efficient scheduling across offices and global time zones. Scheduling includes effective prioritization and resolving conflicts of competing demands. Responds to internal meeting requests timely.Maintain a complete and organized e-filing system in SharePoint.Maintain a professional and organized office setup.Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.Process mission authorization requests, travel requests and authorization (TRA), and request for reimbursement-business travel (RRBT) in Concur.Assist with event planning and coordination: Help plan and coordinate events such as meetings, conferences, and workshops, including arranging for venues, catering, and necessary equipment.Manage and maintain office systems and technologies: Ensure that all office systems and technologies, including communication systems, hardware, software, and other equipment, are functioning properly and efficiently. Troubleshoot any issues that arise and coordinate with the IT department or external vendors to resolve them in a timely manner.Proactively identify potential issues or needs and provide early warning to supervisors and team members. Take initiative to address these needs or issues before they become critical, ensuring smooth operations and minimizing disruptions.Perform certain standard activities such as maintaining adequate stocks of office supplies as required.Relieve other Operations Assistants when they are absent, as required.Perform any other duties as may be required and reflected in the incumbent's work plan, such as retrieving or creating relevant files/documents for reports, and preparing statistics, tables and charts for reports or database, etc.

Qualifications:

Relevant Experience & Requirements:

Bachelor's degreeAt least 5 years of relevant work experienceGood computer skills with sound knowledge of common word-processing, spreadsheets and graphic software, good memo composition and editing skillsFamiliar with computer systems and videoconferencing tools usedAbility to manage priorities and workload within general schedule of work, instructions and standardized practicesAbility to maintain composure under pressureGood coordination, interpersonal and communication skills with an emphasis on maintaining tact and discretionAbility to liaise and work effectively with staff within own work location and throughout the organization, and work with individuals from different cultural/national backgroundsExcellent command of written and spoken English

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