Operations Assistant

Reference Number

Reference Number 260967

Position Grade

Position Grade TL1

Department

Department Sectors Department 2

Division

Division Water and Urban Development Sector Cluster

Location

Date Posted

Closing Date

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a difference 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 Operations Assistant is assigned to the Water and Urban Development Sector Cluster (SD2-WUD) within Sectors Department 2 (SD2). You will be based at our Headquarters in Manila, Philippines.

You will report to the designated International Staff and officer (senior/principal/lead, as applicable).

Your Role

As an Operations Assistant, you will provide comprehensive operational, and coordination support to SD2-WUD activities. The role will support project processing and administration for loans, grants, and technical assistance (TA), help coordinate portfolio and work program activities, maintain data and records, and facilitate timely delivery of divisional outputs in line with ADB procedures and standards.

You will:

• Process missions, archive related documents (travel requests, expense reports)
• Coordinate team activities/operations and submissions. Provide support to staff and consultants.
• Support the preparation of necessary loan/grant and technical assistance (TA) documents (concept note, reports and recommendation of the President, TA reports, project and TA completion reports) and ensure that these documents are in accordance with the latest ADB template and Handbook of Style and Usage and procedures.
• Coordinate and monitor processing milestones, submissions, and deliverables for assigned projects and TAs; flag delays, pending actions, and documentation gaps to supervisors and team members.
• Support the team in related operation activities such as selection of consultants, processing of claims, contract variations, internal memos and drafting of TA and project completion reports, and back-to-office Reports under the guidance of the international staff and/or project officer.
• Coordinate and help document meetings.
• Assist in portfolio, work program, and operational monitoring by maintaining databases, compiling project and TA information, and preparing routine and ad hoc reports, statistics, and briefing materials using available IT tools, digital productivity tools and ADB applications.
• Coordinate team activities and submissions across staff and consultants, help document meetings and action items, and follow up on agreed next steps to promote completion of operational and administrative tasks.
• Coordinate and manage supervisors' calendars, mission schedules, meetings, and engagements with all partners.
• Maintain organized electronic records and filing systems for operational documents, knowledge products, mission files, event materials, and other team references following applicable ADB recordkeeping practices.
• Provide guidance and back-up support to other administrative and operations staff and help ensure continuity of support during absences or peak workload periods.

Perform other tasks that may be assigned and reflected in your workplan.

Qualifications

You will need:

• Bachelor's degree in business administration, public administration, finance, development studies, social sciences, or other relevant fields.
• At least 5 years' relevant professional experience in multilateral organizations.
• Relevant work experience in administrative, operational, project coordination, or office support responsibilities; experience in a multilateral organization, development institution, government agency, or similar environment.
• Demonstrate proficiency in applicable software tools.
• Manage records, deadlines, follow-up actions, and routine administrative or operational tasks with appropriate guidance.
• Experience building partnerships and maintain working relationships across organizational and cultural boundaries.
• Proficiency in expressing ideas in both spoken and written formats in English.
• Demonstrated management of confidential administrative and operational matters.
• Please refer to the link for ADB Competency Framework for Technical Local Staff Level 1.

ADB offers a rewarding salary and a comprehensive benefits package . The salary will be based on ADB's