Operations Assistant (Multiple Positions)

Job Posting Organization:
The Asian Development Bank (ADB) is a prominent multilateral development bank established in 1966, headquartered in Manila, Philippines. ADB's mission is to alleviate poverty and promote sustainable development across the Asia-Pacific region. With 69 member countries, including 50 from the region, ADB plays a crucial role in fostering inclusive, resilient, and sustainable growth. The organization collaborates with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to improve lives, build quality infrastructure, and protect the environment. ADB is committed to creating an inclusive work environment that respects diversity and provides equal opportunities for all employees.

Job Overview:
The Operations Assistant position is integral to the functioning of the India Resident Mission (INRM) within the South Asia Department (SARD) of ADB. The role involves a comprehensive range of administrative duties that support the assigned supervisors and the overall mission of ADB. As an Operations Assistant, you will be responsible for organizing and maintaining records, managing correspondence, and providing logistical support for visiting ADB missions. You will also coordinate administrative activities, ensuring that all tasks are executed in compliance with ADB's standards. This position requires a proactive approach to managing schedules, arranging meetings with various stakeholders, and preparing necessary documentation for reports and travel. Your contributions will directly impact the efficiency and effectiveness of the mission's operations, making you a vital part of ADB's efforts to foster prosperity in Asia.

Duties and Responsibilities:
As an Operations Assistant, your duties will include but are not limited to:

• Performing a variety of administrative tasks as assigned by supervisors, ensuring timely and accurate completion.
• Typing, preparing, and submitting correspondence and documents in compliance with ADB standards.
• Logging and distributing incoming mails and ensuring they reach the appropriate staff members.
• Providing reception services, including screening calls, taking messages, and addressing queries from visitors and callers.
• Maintaining supervisors' schedules, arranging appointments, meetings, travel, and accommodation as per ADB procedures.
• Coordinating meetings with government officials, executing agencies, donors, and other stakeholders.
• Assisting in the preparation of Aide Memoirs, background papers, and reports related to the assigned group.
• Preparing business travel requests and expense reports using Concur.
• Arranging logistics for transportation, workshops, seminars, visas, shipments, and customs clearances. 1
• Maintaining and updating office filing systems for easy retrieval of documents. 1
• Performing additional responsibilities as required, such as preparing tables and charts for reports and assisting visiting ADB missions.

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 work experience in either a private or public organization.
• Prior experience working with United Nations (UN), Multilateral Development Banks (MDBs), or international agencies is preferred.
• Proficiency in using spreadsheets and other required information technologies.
• A good understanding of procedures, formats, and standards relevant to the role.
• Strong written and verbal communication skills in English and the local language.

Educational Background:
Candidates must have a Bachelor's degree from an accredited institution. The degree should be in a field relevant to the responsibilities of the Operations Assistant position, such as business administration, public administration, or a related discipline. A strong academic background will be beneficial in performing the duties associated with this role.

Experience:
The position requires at least 5 years of relevant work experience. This experience should ideally be in administrative support roles within private or public organizations. Candidates with prior experience in international organizations, particularly those related to development or finance, will be given preference. The experience should demonstrate the ability to manage multiple tasks efficiently and effectively in a fast-paced environment.

Languages:
Proficiency in English is mandatory, both written and verbal. Additionally, a good working knowledge of the local language is required to facilitate communication with local stakeholders and partners. Knowledge of other languages may be considered an asset but is not mandatory for this position.

Additional Notes:
This appointment is open to both internal and external applicants, but it is specifically a local staff position, meaning it is only available to nationals and permanent residents of India. The contract 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 based on various factors, including the staff member's performance and the organization's needs. There is no limit to the number of renewals up to NRD, but this position is not convertible to a regular appointment. The salary will be competitive and based on ADB's standards, taking into account the candidate's qualifications and experience. Benefits include housing and education allowances (if applicable), expatriate benefits (if applicable), a retirement plan, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development.