Senior 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 has been operational since 1966 and currently comprises 69 member countries, with 50 of these members hailing from the Asia and Pacific region. ADB's mission is to alleviate poverty and promote sustainable development in the region, striving to create a prosperous, inclusive, resilient, and sustainable Asia and the Pacific. The organization combines finance, knowledge, and partnerships to achieve its goals, particularly under its Strategy 2030 framework, which aims to address the most pressing challenges faced by the region. ADB is committed to maintaining a diverse workforce and encourages applications from all qualified candidates, particularly women, to ensure an inclusive work environment.

Job Overview:
The Senior Operations Assistant position is a critical role within the Agriculture, Food, Nature, and Rural Development (AFNR) Sector Office of the Asian Development Bank. This role is designed for individuals who are ready to contribute significantly to the operational and administrative functions of the sector office. The successful candidate will be responsible for providing comprehensive support to the assigned team, which includes coordinating activities both within the sector office and across ADB, as well as liaising with external parties. The position involves a variety of tasks related to project processing for loans, grants, and Technical Assistance (TA), as well as TA administration, consultant management, document preparation, milestone tracking, database management, and knowledge dissemination. The Senior Operations Assistant will play a vital role in ensuring that all operational activities are executed efficiently and effectively, thereby supporting ADB's mission to foster prosperity in Asia.

Duties and Responsibilities:
The duties and responsibilities of the Senior Operations Assistant include, but are not limited to:

• Project Processing and TA Administration: - Support the preparation, review, and finalization of loan, grant, and TA documents, ensuring they align with ADB's templates and procedures. - Coordinate, monitor, and update processing milestone events in ADB's eOps and SovOps systems, reporting any delays or issues to supervisors. - Assist in project implementation activities, including consultant recruitment, processing claims and contract variations, and drafting completion reports. - Ensure timely and accurate updates of project and event databases, including records of knowledge dissemination activities. - Provide backup support to other operations assistants during their absence.
• Office Administration: - Provide administrative and logistical support for the office, including scheduling appointments, meetings, travel, and accommodation. - Process mission clearances and travel requests, ensuring proper documentation is filed and archived. - Coordinate team activities such as meetings, workshops, and events, preparing materials and documenting discussions. - Offer frontline administrative services, addressing inquiries and ensuring effective communication within the office. - Assist in maintaining adequate office supplies and logistical requirements for the sector office. - Perform other duties as assigned in the workplan.

Required Qualifications:
To qualify for the Senior Operations Assistant position, candidates must possess a Bachelor's degree in finance, business administration, public administration, communication, or a related field, combined with relevant professional experience. Candidates should have at least 5 years of experience working in multilateral organizations, demonstrating advanced computer skills and proficiency in common word-processing and spreadsheet applications. Strong interpersonal and cross-cultural skills are essential, as the role requires effective collaboration with individuals from diverse professional and cultural backgrounds. Candidates must also exhibit excellent oral and written communication skills in English, as well as the ability to work across multiple teams and organize events effectively.

Educational Background:
The educational background required for the Senior Operations Assistant position includes a Bachelor's degree in a relevant field such as finance, business administration, public administration, or communication. This educational foundation is essential for understanding the complexities of project processing and administrative functions within a multilateral organization like ADB.

Experience:
Candidates are expected to have a minimum of 5 years of relevant professional experience, particularly in roles that involve operational and administrative support within multilateral organizations. This experience should demonstrate the candidate's ability to manage complex tasks, coordinate activities across teams, and effectively communicate with diverse stakeholders.

Languages:
The mandatory language requirement for this position is proficiency in English, both oral and written. Candidates should possess excellent communication skills to effectively liaise with various stakeholders. While not mandatory, knowledge of additional languages may be considered an asset, particularly if it enhances the candidate's ability to work in a multicultural environment.

Additional Notes:
This position is a fixed-term appointment with the possibility of renewal, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. The decision to renew the appointment will depend on various factors, including the organizational needs, funding availability, and the candidate's performance. ADB offers a competitive salary and a comprehensive benefits package, which includes housing and education allowances (if applicable), expatriate benefits (if applicable), relocation assistance (if applicable), a retirement plan, medical and health benefits, paid leave (including parental leave), and life and other insurance plans. The appointment is open to both internal and external applicants, and ADB encourages applications from all qualified candidates, particularly women.