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 was founded in 1966 and currently comprises 69 member countries, with 50 of these 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 aims to create a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while also working towards the eradication of extreme poverty. The institution operates under its Strategy 2030, which outlines its vision and mission for the future. ADB is committed to providing equal opportunities and fostering an inclusive work environment, encouraging applications from diverse backgrounds, including women and individuals with disabilities.

Job Overview:
The Operations Assistant position is a vital role within the Office of the Director General in the Private Sector Operations Department (PSOD) at ADB. This role is designed to provide comprehensive operational support to ensure the smooth administration of the office. The Operations Assistant will be responsible for a variety of tasks that include administrative support, coordination of activities, and logistical management. The successful candidate will work closely with senior management and will be expected to manage priorities effectively while maintaining a high level of professionalism. The position requires excellent communication skills, both written and verbal, as well as strong organizational abilities to handle multiple tasks efficiently. The Operations Assistant will also play a key role in liaising with internal and external stakeholders, ensuring that all communications and documentation are handled promptly and accurately. This position is ideal for individuals who are proactive, detail-oriented, and capable of working in a fast-paced environment.

Duties and Responsibilities:
The Operations Assistant will have a diverse set of responsibilities that include:

• Administrative Support: - Reviewing and monitoring incoming documents and mail, ensuring timely distribution to supervisors. - Managing supervisors' calendars and organizing mission travel, including planning itineraries, booking flights, and arranging accommodations. - Screening calls, taking messages, and addressing queries from internal and external callers. - Attending to visitors and ensuring they are escorted to meetings. - Collaborating with ADB staff and external stakeholders as necessary. - Organizing and managing files for efficient information retrieval. - Responding to standard emails and inquiries, managing document requests, and ensuring timely submission of required actions. - Assisting in gathering inputs for briefing notes, reports, and presentations. - Performing reliever functions as needed.
• Coordination: - Coordinating PSOD's participation in internal committees and working groups. - Liaising with partner departments and stakeholders regarding committee matters. - Assisting supervisors in arranging activities such as panels, webinars, seminars, and workshops. - Preparing invite lists, presentations, and marketing materials.
• Other Duties: - Carrying out additional logistical and administrative tasks as assigned. - Performing any other duties as required in accordance with the workplan.

Required Qualifications:
To be considered for the Operations Assistant position, candidates must possess the following qualifications: - A Bachelor's degree in a relevant field. - A minimum of 5 years of relevant professional experience, preferably in a similar role supporting senior management or executives. - Excellent written and verbal communication skills in English. - Strong typing, memo composition, and editing skills. - Proficiency in computer applications, particularly Microsoft Word, Excel, and PowerPoint. - Ability to manage priorities and workload effectively within a general schedule of work. - Strong analytical thinking skills, with the ability to make causal links and analyses to reach decisions. - A collaborative mindset, with the ability to work effectively in teams and with individuals from diverse cultural backgrounds.

Educational Background:
Candidates applying for the Operations Assistant position must have a Bachelor's degree. This educational background is essential as it provides the foundational knowledge and skills necessary for the administrative and operational tasks associated with the role. A degree in business administration, management, or a related field is preferred, as it aligns closely with the responsibilities of the position.

Experience:
The ideal candidate for the Operations Assistant role should have at least 5 years of relevant professional experience. This experience should preferably include previous roles that involved supporting senior managers or executives in an administrative capacity. Candidates should demonstrate a proven track record of managing office operations, coordinating activities, and providing high-level administrative support. Experience in an international organization or a similar environment would be advantageous, as it would provide familiarity with the dynamics of working in a multicultural setting.

Languages:
Fluency in English is mandatory for this position, as it is the primary language of communication within ADB. Candidates must possess excellent written and verbal communication skills to effectively interact with colleagues, stakeholders, and external partners. While English proficiency is essential, knowledge of additional languages may be considered an asset, particularly if they are relevant to ADB's member countries or operations.

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. After the initial term, ADB may choose to renew the appointment for an additional 3 years based on various factors, including the staff's performance and the organization's needs. This appointment is not convertible to a regular appointment, and ADB is committed to providing a competitive salary and comprehensive benefits package, including retirement plans, medical and health benefits, paid leave, and staff development opportunities. ADB encourages applications from both internal and external candidates and is dedicated to fostering an inclusive work environment.