Asian Development Bank

Senior Project Assistant

Asian Development Bank

Job Description

IMPORTANT INFORMATION: Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB. 1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9) Overview 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. The position is assigned in the Office of the Director General - Portfolio Results Safeguards and Gender Unit (CWOD-PSG) within the Central and West Asia Department (CWRD). CWRD is responsible for maintaining client relations and delivering ADB assistance to countries in the Central and West Asia region. CWOD-PSG provides advisory services to internal and external clients in relation to portfolio management, safeguards, FM and gender. Job Purpose The Senior Project Assistant performs technical operation support for various activities of the Division. This includes mainly coordinating division-wide activities related to project processing and administration, knowledge dissemination, and database management. The incumbent will report to the designated international staff and senior national staff. Responsibilities • Assists in quality assurance of draft loan/grant and/or technical assistance (TA) documents by compliance checking prior to final submission of the documents. • Assists in updating specific sections of the management information system (MIS) database on loan/grant and/or TA pipeline/processing and assists in monitoring progress and status of activities. • Assists in the database management of the department's loan/grant and/or TA pipeline/processing milestones, including timely submission of concept papers and reports, in close coordination with project processing focal staff in divisions/Resident Missions. • Collects, organizes and maintains loan/grant and/or TA processing/pipeline data from ADB project systems, such as Operations Dashboard and eOperations system. • Processes requests for department review meetings (DRM), management review meetings (MRM) and assists in guiding processing teams on Board discussions/no-objection/summary procedures. • Maintains, updates and disseminates the department's standard loan/grant/TA processing templates and checklists. Ensures that these are uploaded to the CWOD-PSG Sharepoint page. • Facilitates sector divisions/Resident Missions project documents for approval and signing. • Assists Resident Mission staff, upon request, in processing projects by facilitating and coordinating with HQ focal and counterparts. • Handles project-related correspondences. • Maintains document records and files and ensures that these are properly logged in the CWOD-PSG Sharepoint folders. • Tracks the flow of project documents in CWOD-PSG for review and approval/signing and disseminates to concerned recipients. • Performs other duties as may be assigned by supervisors.

Qualifications

Relevant Experience & Requirements • Bachelor's degree with at least 5 years of relevant professional experience • Good understanding of the role and function of a department's front office and a general understanding of the organization's purpose • Proven ability to undertake background research and analysis on difficult but well-defined task, collect and organize required data and information. • Good experience in managing document records and maintaining databases • Ability to manage priorities and workload with general schedule of work, instructions and standardized practices. • Good coordination and interpersonal skills with ability to liaise and work effectively with individuals from different professional and cultural background. • Ability to work collaboratively with teams. • Ability to maintain composure under pressure. • Flexibility/willingness to perform variety of tasks and expand the scope of work and responsibilities as needed. • Excellent written and verbal communication skills in English • Please refer to the link for ADB Competency Framework for administrative staff, level 5. General Considerations The selected candidate, if new to ADB, is appointed for an initial term of 3 years. ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience. 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. Please note that the actual level and salary will be based on qualifications of the selected candidate.
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