Senior Operations Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank established in 1966, headquartered in Manila, Philippines. ADB's mission is to alleviate poverty and promote sustainable development in the Asia-Pacific region. The organization is owned by 69 members, with 50 of them from the region, and employs a diverse workforce dedicated to fostering prosperity in Asia. ADB collaborates with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to transform lives and build quality infrastructure. ADB is committed to creating an inclusive environment where everyone is treated with respect and given equal opportunities, encouraging all qualified candidates to apply regardless of their background.

Job Overview:
The Senior Operations Assistant position is situated within the Transport Sector Division of the Sectors Department 1 at ADB's headquarters in Manila. The role is pivotal in providing operations support across various activities related to project processing and administration. This includes analytical, statistical, and accounting tasks associated with managing the sector office's portfolio and pipeline. The Senior Operations Assistant will be responsible for supporting the processing and administration of loan and technical assistance projects, which involves liaising with counterparts, processing claims, and preparing completion reports. The role also entails contributing to the preparation of essential project documents, developing project data in relevant systems, and monitoring obligations of executing and implementing agencies. The position requires a proactive approach to consultant recruitment, procurement, and contract management, as well as maintaining office filing systems and producing high-quality content for communication channels. The Senior Operations Assistant will also support knowledge management activities and coordinate with various stakeholders to ensure efficient execution of project missions.

Duties and Responsibilities:
The duties and responsibilities of the Senior Operations Assistant include:

• Supporting the processing and administration of loan and technical assistance projects, including liaising inquiries from counterparts.
• Processing TA consultant selection, claims, contract variations, and completion reports.
• Contributing to the preparation of the Report and Recommendation of the President (RRP), Project Administration Manual (PAM), and other project documents by editing and formatting drafts.
• Developing project data in eOperations and other relevant systems, including project descriptions, cost estimates, financing plans, and results frameworks.
• Monitoring and following up on outstanding obligations from executing and implementing agencies, such as financial statements and progress reports.
• Assisting with consultant recruitment, procurement, and contract management.
• Maintaining and updating the database of portfolio/pipeline indicators for the assigned team.
• Ensuring proper office filing systems for easy retrieval of documents.
• Producing high-quality content for communication channels, including press releases and social media posts. 1
• Supporting the planning and implementation of knowledge management activities, including preparing briefing materials and presentations. 1
• Coordinating with DMC participants and other organizations on knowledge activities. 1
• Managing the publication process for knowledge products. 1
• Providing backup support to team members and assisting in project missions. 1
• Performing other responsibilities as assigned in the workplan.

Required Qualifications:
The required qualifications for the Senior Operations Assistant position include:

• A Bachelor's degree in Economics, Commerce, Engineering, or related fields.
• A minimum of 5 years of relevant professional experience.
• Familiarity with business intelligence and artificial intelligence applications, as well as proficiency in computer systems commonly used in multilateral organizations.
• Strong coordination skills with the ability to work effectively with diverse teams and individuals from various cultural backgrounds.
• The ability to exercise judgment on confidential matters and urgent issues, especially in the absence of a supervisor.
• Knowledge of relevant procedures, formats, and standards in the performance of work.
• Proficiency in written and verbal English, as well as the local language where applicable.

Educational Background:
Candidates must possess a Bachelor's degree in a relevant field such as Economics, Commerce, Engineering, or other related disciplines. This educational background is essential to ensure that the candidate has the foundational knowledge necessary for the role.

Experience:
The position requires at least 5 years of relevant professional experience. This experience should ideally include exposure to project administration, operations support, and familiarity with the workings of multilateral organizations. Candidates should have a proven track record of working in environments that require analytical and statistical skills, as well as experience in managing project portfolios.

Languages:
Proficiency in written and verbal English is mandatory for this position. Additionally, knowledge of the local language is preferred where applicable, as it may facilitate better communication with local stakeholders and counterparts.

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. ADB may choose to renew the appointment based on various factors, including the staff's performance and the organizational unit's requirements. The position is open to both internal and external applicants, and multiple positions may be filled from this opening. ADB offers a competitive salary and a comprehensive benefits package, including housing and education allowances, expatriate benefits, retirement plans, medical and health benefits, paid leave, and life insurance plans.