Senior Operations Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank that was established in 196

• Its mission is to alleviate poverty and promote sustainable development in the Asia-Pacific region. ADB is headquartered in Manila, Philippines, and is owned by 69 members, with 50 of them from the Asia-Pacific region. The organization employs a diverse workforce and is committed to fostering an inclusive environment where all employees are treated with respect and given equal opportunities. ADB works collaboratively with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to drive sustainable growth and development across the region.

Job Overview:
The Senior Operations Assistant position is crucial for providing operational, administrative, and logistical support to the director" style="border-bottom: 1px dotted #007bff !important;">Deputy Director General (DDG) of the Southeast Asia Department (SERD) and other international technical staff. This role is based at ADB's headquarters in Manila, Philippines, and involves managing schedules, coordinating travel arrangements, and preparing various documents such as correspondence, briefing notes, and presentations. The Senior Operations Assistant will also maintain filing systems and administrative records, ensuring that information is organized and accessible. The position requires multitasking abilities, background research, and data organization skills, as well as proficiency in office administration and relevant computer applications. The role is integral to the smooth functioning of SEOD activities and requires effective communication and coordination with various stakeholders.

Duties and Responsibilities:
The Senior Operations Assistant will be responsible for a wide range of duties, including:

• Providing administrative, operational, and coordination support for SEOD activities, including regional cooperation programs such as the Greater Mekong Subregion (GMS).
• Assisting the DDG and international technical staff by managing their schedules, coordinating travel arrangements, and preparing briefing materials.
• Preparing and coordinating routine correspondence, meeting summaries, and background materials, ensuring quality assurance and document clearance.
• Maintaining filing systems and administrative records, ensuring effective organization and timely retrieval of information.
• Handling routine communications and coordination within SERD units and with external stakeholders.
• Providing administrative follow-up on agreed actions and deadlines.
• Contributing to workflow continuity by providing backup support during peak periods and staff absences.
• Guiding other administrative staff on processes and procedures.
• Coordinating task distribution among administrative staff and exercising judgment on confidentiality matters. 1
• Working collaboratively with individuals from diverse cultural backgrounds and providing guidance to Operations Assistants/Project Assistants.

Required Qualifications:
Candidates must possess a Bachelor's degree in business administration or a relevant discipline. They should have at least 5 years of relevant professional experience. The ideal candidate will demonstrate the ability to multitask, conduct background research, analyze data, and prepare comprehensive reports. Proficiency in office administration and the use of relevant computer-based programs, including databases and videoconferencing tools, is essential. Excellent written and verbal communication skills in English are mandatory, and familiarity with ADB's Competency Framework for TL2 is recommended.

Educational Background:
A Bachelor's degree in business administration or a related field is required for this position. This educational background provides the foundational knowledge necessary for effective administrative and operational support within the organization.

Experience:
The position requires a minimum of 5 years of relevant professional experience. This experience should encompass administrative support, coordination, and operational tasks within a complex organizational environment, ideally within a multilateral development bank or similar institution.

Languages:
Proficiency in English is mandatory, both written and verbal. While English is the primary language of communication within ADB, knowledge of additional languages may be considered an asset, particularly those relevant to the Asia-Pacific region.

Additional Notes:
This appointment is open to both internal and external applicants and will be subject to a one-year probationary period. It is a fixed-term appointment with the option to renew for an initial period of up to 3 years, or until the Normal Retirement Date (NRD), whichever comes first. ADB may choose to renew the appointment based on various factors, including the staff's performance and the organization's needs. The position is not convertible to a regular appointment. ADB offers a competitive salary and a comprehensive benefits package, including retirement plans, medical and health benefits, paid leave, and staff development opportunities.