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 69 member countries, with 49 of them from the Asia and Pacific region. The organization is dedicated to alleviating poverty and promoting sustainable development through financial assistance, knowledge sharing, and partnerships. ADB's mission is to achieve a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while continuing its efforts to eradicate extreme poverty. ADB operates under its Strategy 2030, which outlines its vision and goals for the future. The organization employs a diverse workforce and is committed to creating an inclusive environment where everyone is treated with respect and given equal opportunities.

Job Overview:
The Operations Assistant position is situated within the Energy Sector Office (SD-ENE) of the Sectors Department 1 (SD1) at ADB. This role is crucial in providing comprehensive administrative support to the SD1-ENE activities, which focus on delivering impactful sector strategies and initiatives that align with ADB's strategic agenda. The Operations Assistant will engage in various project processing activities related to loans and technical assistance (TA), as well as manage portfolio or database information. The position requires a proactive approach to assist in the administration of loan and TA projects, including liaising with counterparts, preparing project documentation, and ensuring compliance with ADB's standards. The successful candidate will play a vital role in facilitating project missions and supporting the overall operations of the Energy Sector Office, contributing to ADB's mission of fostering prosperity in Asia.

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

• Assisting in the administration of loan and technical assistance (TA) projects, which involves liaising inquiries from counterparts to respective supervisors, managing the TA consultant selection process, processing claims, handling contract variations, and preparing completion reports.
• Contributing to the preparation of the Project Administration Manual (PAM) by gathering and consolidating data and drafting various sections.
• Creating, updating, and maintaining project processing and implementation information in eOperations and other relevant systems, including project descriptions, cost estimates, financing plans, results frameworks, contract awards, and disbursement projections.
• Following up on outstanding obligations of executing and implementing agencies, such as the submission of audited financial statements and progress reports.
• Assisting in consultant recruitment, procurement, and contract management.
• Maintaining and monitoring databases related to portfolio/pipeline indicators for the assigned team or SD1-ENE.
• Ensuring all correspondence and documents for supervisors are prepared according to ADB's standards and styles.
• Composing and sending out routine letters independently and checking all documents submitted for supervisor approval.
• Supporting the facilitation of project missions to ensure smooth execution. 1
• Performing other duties as assigned and reflected in the workplan.

Required Qualifications:
The ideal candidate for the Operations Assistant position should possess the following qualifications:

• A Bachelor's degree in economics, commerce, engineering, or related fields.
• A minimum of 5 years of relevant professional experience in project administration or related areas.
• Advanced computer skills, including proficiency in common word-processing and spreadsheet applications, as well as familiarity with business intelligence and artificial intelligence applications.
• Strong coordination and interpersonal skills, with the ability to work effectively with individuals from diverse professional and cultural backgrounds.
• Good knowledge of project processing activities and relevant procedures, formats, and standards.
• Ability to coordinate multiple tasks and exercise judgment on confidential matters and urgent issues, especially in the absence of supervisors.
• Excellent oral, written, and digital communication skills in English.

Educational Background:
Candidates must have a Bachelor's degree in a relevant field such as economics, commerce, engineering, or other related disciplines. This educational background is essential to understand the complexities of project administration and the energy sector operations that ADB engages in.

Experience:
The position requires at least 5 years of relevant professional experience. This experience should ideally be in project administration, operations support, or related fields, demonstrating the candidate's ability to manage and support various project activities effectively.

Languages:
Fluency in English is mandatory, with excellent oral, written, and digital communication skills. Knowledge of additional languages may be considered an asset but is not explicitly required for this position.

Additional Notes:
This is a fixed-term appointment with the option to renew, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. The decision to renew will depend on various factors, including the organizational unit's medium-term work program requirements, funding availability, and the staff's performance. The position is open to both internal and external applicants, and ADB encourages applications from all qualified candidates, particularly women. ADB offers competitive compensation and a comprehensive benefits package, including a retirement plan, medical and health benefits, paid leave, life insurance, and opportunities for staff development.