Finance and Administration Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank that was established in 196

• ADB is headquartered in Manila, Philippines, and is owned by 69 members, with 50 of them from the Asia-Pacific region. The organization is dedicated to fostering inclusive, resilient, and sustainable growth across Asia and the Pacific. ADB's mission is to alleviate poverty and promote sustainable development in the region, working collaboratively with its members and partners to address complex challenges. ADB employs innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard the planet. The organization values diversity and inclusivity, encouraging all qualified candidates to apply regardless of their background, and particularly encourages women to apply.

Job Overview:
The Finance and Administration Assistant position is integral to the Georgia Resident Mission (GRM) within the Central and West Asia Department of ADB. The role is based in Tbilisi, Georgia, and involves providing comprehensive support in financial, administrative, logistics, and asset management functions. The assistant will focus on asset lifecycle management, ensuring compliance with ADB's administrative guidelines, and supporting efficient office operations and financial processing. The position requires coordination with various stakeholders, including building administration and vendors, to facilitate smooth daily operations and procurement processes. The assistant will also maintain accurate records and documentation, manage staff leave and mission records, and serve as a backup for various administrative functions. This role is crucial for ensuring that the GRM operates effectively and efficiently, contributing to ADB's mission of fostering prosperity in Asia.

Duties and Responsibilities:
The Finance and Administration Assistant will be responsible for a variety of tasks, including:

• Coordinating with building administration to address office-related issues and support daily operations, including logistics and maintenance.
• Assisting the Senior Finance and Administration Officer with institutional procurement, including collecting quotations from suppliers for various goods and services.
• Coordinating with vendors on procurement matters, creating requisitions in eProc, and evaluating supplier performance.
• Conducting annual asset verification, managing inventory tagging, and updating the asset register in Oracle Fixed Assets Registry (FAR).
• Serving as the focal point for translation services, coordinating requests and ensuring documentation for payments.
• Maintaining and tracking staff leave and mission records, ensuring accuracy in relevant systems.
• Handling contractors' business travel and overtime.
• Serving as a backup for the Associate Finance and Administration Officer in processing payments and maintaining financial documents.
• Assisting with onboarding and departure processes for outposted and international staff. 1
• Providing general administrative support as required and performing other tasks as assigned.

Required Qualifications:
Candidates for the Finance and Administration Assistant position must possess a Bachelor's degree in finance, accounting, business administration, economics, or a related field. Additionally, applicants should have at least 5 years of relevant experience in finance, logistics, administration, procurement, and asset management, preferably within international organizations. Proficiency in Office 365, particularly Excel and SharePoint, is essential, and familiarity with enterprise systems such as Oracle and eProc is preferred. A strong understanding of office administration and asset management processes is also required, along with the ability to communicate effectively in both written and verbal forms in English and Georgian. Experience in liaising with counterparts in the country and within ADB is an advantage.

Educational Background:
The educational background required for this position includes a Bachelor's degree in finance, accounting, business administration, economics, or other related fields. This foundational education is critical for understanding the financial and administrative functions that the role entails, as well as for effectively managing procurement and asset management tasks.

Experience:
The position requires a minimum of 5 years of experience in finance, logistics, administration, procurement, and asset management. This experience should ideally be gained in international organizations, where the candidate has developed a strong understanding of the complexities involved in these areas. The candidate should demonstrate a proven track record of effectively managing financial processes and administrative functions in a dynamic work environment.

Languages:
Proficiency in both English and Georgian is mandatory for this position, as effective communication is essential for coordinating with various stakeholders and ensuring compliance with ADB's guidelines. Additional language skills may be considered an asset but are not explicitly required for this role.

Additional Notes:
This appointment is open to both internal and external applicants and is classified as a local staff position, specifically for nationals and permanent residents of Georgia. The role 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. ADB may choose to renew the appointment based on various factors, including the need for the specific skills and experience of the staff member, funding availability, and performance. There is no limit to the number of renewals up to the NRD, but 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.