Senior Operations 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 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's mission is to alleviate poverty and promote sustainable development in the Asia-Pacific region, and it strives to create an inclusive environment where everyone is treated with respect and given equal opportunities to work. ADB encourages diversity and actively promotes the application of qualified candidates from various backgrounds, including women, ethnic minorities, and individuals with disabilities.

Job Overview:
The Senior Operations Assistant position is situated within the Thailand Resident Mission (TRM) of the Southeast Asia Department (SERD) at ADB. The role is crucial for providing operational and coordination support to ensure the smooth functioning of the office. The Senior Operations Assistant will be responsible for managing meetings, vendor relations, procurement activities, and facilitating effective collaboration with both internal and external stakeholders. This position requires a proactive approach to managing schedules and organizing various office activities, including meetings, workshops, and training sessions. The Senior Operations Assistant will also play a key role in maintaining updated information on meeting venues and supporting institutional procurement activities, ensuring compliance with established guidelines. The successful candidate will report directly to the Country Operations Head and the Senior Finance and Administration Officer, contributing significantly to the operational efficiency of the Thailand Resident Mission.

Duties and Responsibilities:
The Senior Operations Assistant will have a comprehensive set of duties and responsibilities, including:

• Providing operational and administrative support for meetings, document circulation, and other office activities.
• Coordinating schedules for supervisors, including meetings with internal teams, government counterparts, external stakeholders, and visiting missions.
• Organizing meetings, workshops, training sessions, press conferences, and staff events, ensuring appropriate logistical arrangements are in place.
• Coordinating the use of conference facilities at the Thailand Resident Mission and supporting events organized by other departments and project teams.
• Maintaining updated information on meeting and conference venues near the Resident Mission for official functions.
• Supporting institutional procurement activities in accordance with established guidelines and assigned responsibilities.
• Serving as an alternate custodian for fixed assets, ensuring accurate inventory records and compliance with asset management procedures.
• Conducting periodic physical inventory counts and supporting the disposal of obsolete or unserviceable assets.
• Liaising with service providers and vendors to ensure service quality and assisting in identifying and evaluating new vendors. 1
• Providing backup support to other administrative staff during absences. 1
• Performing other duties as assigned and reflected in the annual work plan.

Required Qualifications:
To qualify for the Senior Operations Assistant position, candidates must possess a Bachelor's degree in business administration, general management, or related fields. Additionally, candidates should have at least 5 years of relevant work experience in administrative, operations, or coordination roles. A solid understanding of interactions between different work areas and relevant workflows is essential, along with strong numerical and data handling abilities. Proficiency in using common office applications such as document processing, spreadsheets, presentation slides, and databases is required to effectively manage information and generate reports. Candidates must demonstrate the ability to work proactively, manage their workload, and organize schedules to meet deadlines. Experience in collaborating with colleagues and external stakeholders from diverse cultural and professional backgrounds is also necessary, along with excellent written and spoken English skills.

Educational Background:
The educational background required for the Senior Operations Assistant position includes a Bachelor's degree in business administration, general management, or a related field. This educational foundation is essential for understanding the operational and administrative functions required in this role, as well as for effectively managing the various tasks and responsibilities associated with the position.

Experience:
Candidates for the Senior Operations Assistant role should have a minimum of 5 years of relevant work experience in administrative, operations, or coordination roles. This level of experience is crucial for ensuring that the candidate is well-equipped to handle the diverse responsibilities of the position and to effectively support the operational needs of the Thailand Resident Mission.

Languages:
The mandatory language requirement for this position is excellent written and spoken English. Proficiency in English is essential for effective communication within the organization and with external stakeholders. While not mandatory, knowledge of additional languages may be considered an asset, particularly if it enhances the candidate's ability to engage with diverse stakeholders in the region.

Additional Notes:
This position is classified as a local staff role, meaning it is open only to nationals and permanent residents of Thailand. The appointment is fixed-term with the option to renew, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years based on various factors, including the staff's performance and the organization's needs. It is important to note that 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, retirement plans, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development.