Operations Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is an international development finance institution that was established to foster economic growth and cooperation in the Asia-Pacific region. Headquartered in Manila, Philippines, ADB is composed of 69 member countries, with 50 of them from the Asia and Pacific region. ADB's mission is to alleviate poverty and promote sustainable development, striving to achieve a prosperous, inclusive, resilient, and sustainable Asia and the Pacific. The organization combines finance, knowledge, and partnerships to fulfill its expanded vision under Strategy 203

• ADB is committed to creating an inclusive environment where everyone is treated with respect and given equal opportunities, encouraging applications from all qualified candidates regardless of their background, gender, or disabilities. Women are particularly encouraged to apply for positions within the organization.

Job Overview:
The Operations Assistant position is situated within the Advisory Division 1 of the Office of Markets Development and Public-Private Partnership Department at ADB. This role is crucial for providing operational support to project teams and performing secretarial responsibilities for designated Technical International staff. The Operations Assistant will be responsible for a variety of tasks that include assisting in the administration and implementation of technical assistance projects, managing project records, supporting research activities, and ensuring timely preparation and submission of documentation in compliance with ADB standards. The position requires a proactive approach to managing daily office operations and coordinating administrative activities, making it essential for the successful execution of project objectives and the overall mission of ADB.

Duties and Responsibilities:
The Operations Assistant will undertake a comprehensive set of duties and responsibilities, including but not limited to: assisting in the administration and implementation of technical assistance projects, which involves consultant recruitment, contract management, and claims processing; maintaining and updating project records in the OMDP Project Management Dashboard and other relevant systems; supporting project teams in research activities by collecting data for reports and presentations; ensuring that all correspondence, project reports, technical assistance reports, and project completion reports are prepared and submitted on time and in compliance with ADB's standards; providing front-desk support for OMDA1-related operations; coordinating supervisors' schedules, arranging appointments, meetings, travel, and accommodation; organizing and updating office filing systems and documents for easy retrieval; maintaining adequate stocks of office supplies; and providing backup support to other administrative assistants as needed.

Required Qualifications:
Candidates for the Operations Assistant position must possess a Bachelor's degree in business administration, social science, or other related fields. Additionally, they should have at least 5 years of relevant work experience. Proficiency in Office 365 and other standard word-processing, spreadsheet, and graphics software commonly used in multilateral organizations is essential. Familiarity with videoconferencing tools such as MS Teams and Zoom is also required. Strong memo composition and editing skills, excellent time management abilities, and the capacity to prioritize tasks and meet deadlines are critical for success in this role. Candidates must demonstrate good composure and the ability to maintain confidentiality when handling sensitive project, procurement, and staff information. The ability to liaise and work effectively with individuals from diverse cultural and national backgrounds is also necessary.

Educational Background:
The educational background required for the Operations Assistant position includes a Bachelor's degree in business administration, social science, or other related fields. This educational foundation is essential for understanding the operational and administrative functions required in a multilateral organization like ADB.

Experience:
The position requires at least 5 years of relevant work experience. This experience should ideally be in roles that involve operational support, project administration, or similar functions within a multilateral or international organization, providing the candidate with the necessary skills and knowledge to perform effectively in the role.

Languages:
Proficiency in written and verbal English is mandatory for this position. This is essential for effective communication within the organization and with external stakeholders. While not explicitly stated, knowledge of additional languages may be considered an asset, particularly in a diverse and multicultural environment like ADB.

Additional Notes:
This appointment is a fixed-term position with the option to renew, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years based on various factors, including the staff's performance and suitability for employment. It is important to note that this appointment is not convertible to a regular appointment. ADB offers a competitive salary and a comprehensive benefits package, which includes a retirement plan, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development.