Senior Operations Assistant

Reference Number

250626

Position Level

TL2

Department

Climate Change and Sustainable Development Department

Division

Fragility and Engagement Division

Location

Asian Development Bank Headquarters

Date Posted

Friday, August 8, 2025

Closing Date

Friday, August 22, :59 p.m Manila Time, 0800 GMT)

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 NGO and Civil Society Center (NGOC) under the Fragility and Engagement Division (CCFE) within the Climate Change and Sustainable Development Department (CCSD). NGOC is committed to strengthening ADB's engagement with civil society organizations (CSOs). CSOs bring unique strengths and specialized knowledge of their communities, sectors, and constituencies and are an invaluable ally in the fight against climate change and poverty reduction. CCSD leads thematic operations, knowledge innovation, and partnerships. You will be based at our Headquarters in Manila.

You will report to the designated Technical International staff.

Your Role

As a Senior Operations Assistant, you will provide administrative and operational support services for NGOC's administrative activities, collect and consolidate information across the division for analytical purposes, and coordinate matters relating to division activities.

You will:

• Administrative support. Support the NGOC team by ensuring smooth running of the team's administration such as correspondence and documents, planning and administration of work planning and budgeting for NGOC. Prepare/generate leave status reports/monthly activities of NGOC staff. Format and finalize Back-To-Office reports and distribution. Maintain team calendars (for staff and for knowledge events). Help onboard staff/consultants. Fill out requests for information technology needs, office furniture, equipment, office supplies and services for NGOC staff. Support NGOC team with travel and logistics assigned by supervisor. Maintain and coordinate office supplies. Provide back-up support to CCFE and NGOC's administrative and analyst staff as required. Provide other secretarial support to the team as requested.
• Assist team in document preparation. Support team to ensure formats, ADB styles, and templates on policies and strategies, and collating documents such as briefing notes, annual reports, and Annual Meeting related documents such as Civil Society Concerns Paper and senior management briefing notes. Contribute to preparation of knowledge products (briefing and technical notes, all newsletters, good practices, and issues papers). Coordinate with the communications department on publication of knowledge materials.
• Monitor and Track NGOC's Support to Operations. Keep track of NGOC's participation and level of engagement in country partnership strategies, policies, and projects. Track and monitor NGOC's contribution to comments matrixes from departments/offices.
• Arrange logistics. Coordinate/schedule meetings, assist in preparing meeting materials, and draft meeting minutes. Maintain NGOC files and support the team in files management.
• Coordination of information flow. Coordinate and disseminate material to ADB's Civil Society Organization (CSO) Network, CCFE, CCSD front office, and other staff. Create and maintain a calendar of NGOC's knowledge dissemination activities. Manage the flow of project documents for NGOC commenting. Coordinate with other departments/offices to ensure timely release of knowledge products and supports dissemination efforts. Ensure all correspondence and documents for signature comply with ADB format and standards. Ensure all incoming mail and documents are logged, correctly assigned to staff and distributed on a timely basis, and that outgoing mail is delivered on time; monitor and check the flow of documents for effective monitoring of NGOC deadlines. Monitor staff calendars to ensure smooth activities coordination, schedules and arrangement for NGOC meetings, and prepare meeting minutes. Ensure that the team calendar is regularly updated for NGOC activities and reflects accurate flow of information.
• Back up for Analyst on Contracting. Coordinate with the analyst on consultants' logistics as needed. Coordinate and assist in the technical assistance (TAs) / staff consultancy (SC) processing, consultant recruitment and coordinate with NGOC staff to ensure project processing information system (PPIS) updating. Check regularly TA performance report (TAPR) and TA information system (TAIS) database for progress on TA under implementation.
• Provide overall assistance in organizing consultations, training programs, conferences and workshops, e.g., (i) prepare briefing and presentation materials; (ii) arrange logistics for knowledge dissemination activities; and (iii) assist in documenting proceedings of such meetings.

You will need:

• Bachelor's degree in social science, business administration, information technology, or relevant fields.
• At least 5 years work experience in development sector work.
• Written and verbal proficiency in English
• Excellent typing skills.
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets, databases, and graphics software used in multilateral organizations; familiarity with computer system used generally in multilateral organizations.
• Good coordination and interpersonal skills. Ability to coordinate proper distribution of tasks among other operations assistants. Ability to work with individuals from different cultural/national backgrounds.
• Thorough understanding of the role and function in the engagement of the NGO and civil society
• Good working knowledge of procedures, formats and standards relevant in the performance of assigned work in similar organizations.

• Ability to work with minimum supervision and 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 TL2.

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.

• Paid leave (including parental)

• Medical and health benefits

• Life and other insurance plans

• Staff development

• Retirement plan

• 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 69 members, 50 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 #members">69 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.

Stay up to date Subscribe to our newsletter and get the latest issues, news, events, jobs and data in your e-mail inbox.