Operations Assistant (Multiple Positions)

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank established in 1966, headquartered in Manila, Philippines. ADB is owned by 69 members, with 50 of them from the Asia-Pacific region. The organization focuses on supporting inclusive, resilient, and sustainable growth across Asia and the Pacific. ADB works collaboratively with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard the planet. ADB is committed to fostering an inclusive environment where everyone is treated with respect and given equal opportunities, encouraging candidates from diverse backgrounds to apply, particularly women.

Job Overview:
The Operations Assistant position is situated within the South Asia Department (SARD) at the Sri Lanka Resident Mission (SLRM). The role is crucial for providing administrative support to the SLRM, which includes organizing and maintaining records, preparing correspondence and reports, and assisting with logistics for visiting ADB missions. The Operations Assistant will be responsible for ensuring that all correspondence is accurately processed and delivered in compliance with ADB standards, managing incoming and outgoing communications, and maintaining an efficient office filing system. This position requires a proactive approach to office administration and logistics, ensuring that all necessary arrangements for workshops, seminars, and conferences are effectively executed. The Operations Assistant will report to designated International Staff and Officers, playing a vital role in the operational efficiency of the SLRM.

Duties and Responsibilities:
The Operations Assistant will undertake a variety of duties, including but not limited to:

• Mail / Written Communication / Follow-up: Ensure all correspondence and documents are correctly typed, copied, or printed and submitted on time. Log and distribute incoming faxes and mail, ensuring they reach the appropriate staff. Manage outgoing mails and faxes to ensure timely dispatch.
• Oral Communication / Coordination: Provide reception services, screen incoming calls, take accurate messages, and address queries from both internal and external sources, ensuring timely referrals to the relevant staff.
• General / Office Administration and Logistics: Maintain and update the office filing system for easy retrieval of documents. Assist in retrieving files for report preparation. Ensure dissemination of publication articles selected by SLRM officers. Undertake photocopying and printing tasks as needed. Provide logistical support for ADB missions and assist in organizing workshops, seminars, and conferences. Perform other duties as required and outlined in the workplan.

Required Qualifications:
Candidates must possess a Bachelor's degree in business administration or a related field. A minimum of 5 years of relevant work experience is required, preferably within international agencies. Candidates should have a solid understanding of the operational processes and procedures of international organizations. The ability to establish and maintain productive relationships with officials from host governments, donor agencies, and executing agencies is essential. Excellent written and verbal communication skills in English are mandatory, and familiarity with ADB's Competency Framework for TL1 is beneficial.

Educational Background:
A Bachelor's degree in business administration or a related field is required for this position. This educational background provides the foundational knowledge necessary for the administrative and operational tasks expected of the Operations Assistant.

Experience:
The position requires at least 5 years of relevant work experience, ideally in roles within international agencies. This experience should encompass a strong understanding of administrative processes and the ability to navigate the complexities of working in a multicultural environment.

Languages:
Proficiency in English is mandatory, with excellent written and verbal communication skills being essential for the role. Additional language skills may be considered an asset but are not explicitly required.

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 Sri Lanka. The 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. ADB may choose to renew the appointment based on various factors, including the staff's performance and the organizational needs. There is no limit to the number of renewals up to NRD, but this appointment does not convert to a regular appointment. The position may fill multiple roles at various grades, with the actual title and grade determined by the qualifications and experience of the selected applicants.