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. Founded in 1966, ADB has grown to include 69 member countries, with 50 of these from the Asia and Pacific region. The organization is headquartered in Manila, Philippines, and employs a diverse workforce dedicated to alleviating poverty and promoting sustainable development. ADB's mission is to create a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, and it aims to eradicate extreme poverty through a combination of finance, knowledge, and partnerships. ADB operates in multiple countries across the Asia-Pacific region, providing financial and technical assistance to its member countries. The organization is committed to fostering an inclusive work environment where all employees are treated with respect and given equal opportunities, regardless of their background or identity.

Job Overview:
The Operations Assistant position is integral to the Operations Coordination Unit (SAOC) within the South Asia Department (SARD) at ADB. This role is designed for individuals who are eager to contribute to the operational efficiency of the department by providing essential support in various administrative and operational functions. The Operations Assistant will be responsible for facilitating communication and coordination between the headquarters and resident missions, as well as with external partners and clients. The position requires a proactive approach to managing tasks and responsibilities, ensuring that all operations run smoothly and efficiently. The successful candidate will play a key role in supporting the administration of Technical Assistance (TA) projects, assisting in the recruitment of consultants, and maintaining effective communication channels within the organization. This role is ideal for someone who thrives in a dynamic environment and is committed to making a positive impact in the region.

Duties and Responsibilities:
The Operations Assistant will have a comprehensive set of duties and responsibilities, including but not limited to: providing support for front office management, coordinating communication with various stakeholders, assisting in the administration of Technical Assistance projects, and managing the recruitment process for consultants. The role involves monitoring operational and administrative tasks, tracking project milestones, and flagging any delays for management attention. The Operations Assistant will ensure that all correspondence and documents are prepared in compliance with ADB's standards, manage the flow of documents using a database, and provide reception services by screening calls and taking messages. Additionally, the assistant will coordinate supervisors' schedules, arrange meetings and travel, maintain office supplies, and ensure that filing systems are organized and up-to-date. The position may also involve relieving other Senior Operations Assistants or Executive Assistants as needed.

Required Qualifications:
Candidates for the Operations Assistant position must possess a Bachelor's degree in a relevant field and have at least 5 years of professional experience in project and administrative coordination. Advanced computer skills are essential, with proficiency in common processing, spreadsheet, and graphics software typically used in multilateral organizations. Strong coordination and interpersonal skills are required, as the role involves working with individuals from diverse cultural and national backgrounds. The ability to distribute tasks effectively among administrative assistants and to understand the functions of the division is crucial. Candidates must also demonstrate sound judgment regarding confidentiality and urgent matters, particularly in the absence of supervisors. Proficiency in written and verbal English is mandatory, and familiarity with ADB's Competency Framework for TL1 is recommended.

Educational Background:
A Bachelor's degree in a relevant field is required for the Operations Assistant position. This educational background should provide a solid foundation in project management, administrative coordination, or related areas that are pertinent to the responsibilities of the role. Candidates with additional certifications or training in project management or administrative support may have an advantage in the selection process.

Experience:
The ideal candidate will have a minimum of 5 years of relevant professional experience in project and administrative coordination. This experience should demonstrate a strong ability to manage multiple tasks, coordinate effectively with various stakeholders, and provide high-quality administrative support in a fast-paced environment. Experience working in international organizations or development finance institutions is highly desirable, as it will provide valuable insights into the operational dynamics of ADB.

Languages:
Proficiency in written and verbal English is mandatory for this position. Candidates should be able to communicate effectively in English, as it is the primary language used within ADB. While not mandatory, knowledge of additional languages relevant to the Asia-Pacific region may be considered an asset and could enhance a candidate's profile.

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 period, ADB may choose to renew the appointment for an additional 3 years based on various factors, including the need for the specific skills and experience of the staff member, funding availability, and performance. 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 may include housing and education allowances, expatriate benefits, a retirement plan, medical and health benefits, paid leave, and life insurance plans. ADB encourages all qualified candidates to apply, particularly women and individuals from diverse backgrounds.