Operations Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank that was established in 196

• Its mission is to alleviate poverty and promote sustainable development in the Asia-Pacific region. ADB is headquartered in Manila, Philippines, and is owned by 69 members, with 50 of them from the region. The organization focuses on supporting inclusive, resilient, and sustainable growth across Asia and the Pacific, working collaboratively with its members and partners to address complex challenges. ADB employs a diverse workforce and is committed to creating an inclusive environment where everyone is treated with respect and given equal opportunities.

Job Overview:
The Operations Assistant position is integral to the Transport Sector Division (SD1-TRA) within the Sectors Department 1 (SD1) at ADB. The role involves providing operational and administrative support for project and technical assistance implementation. The Operations Assistant will contribute to project coordination and assist project teams in delivering their work effectively. Key responsibilities include preparing and processing loan and technical assistance documents, providing administrative support for project processing, and maintaining accurate project records. The position requires a proactive approach to support the preparation of various documents and ensure compliance with ADB standards. The Operations Assistant will also coordinate logistics for project-related activities, manage documentation, and assist in knowledge management activities, making this role vital for the smooth operation of the Transport Sector Division.

Duties and Responsibilities:
The Operations Assistant will be responsible for a variety of tasks including:

• Supporting the preparation and processing of loan, technical assistance (TA), and project documents in accordance with ADB procedures.
• Providing administrative and operational support for TA and project processing, including consultant recruitment and contract administration.
• Preparing internal memos, meeting minutes, and routine correspondence, ensuring proper logging, distribution, and filing of documents.
• Coordinating project-related logistics such as meetings, travel arrangements, and accommodation.
• Maintaining accurate records, trackers, databases, and filing systems to ensure information is organized and retrievable.
• Assisting in the preparation of the Project Administration Manual and related documents.
• Ensuring compliance with ADB standards in all correspondence and documents prepared for supervisors.
• Responding to routine queries and routing requests to appropriate staff.
• Supporting knowledge management activities and providing backup assistance to other operations assistants. 1
• Performing other responsibilities as assigned in the workplan.

Required Qualifications:
Candidates must possess a Bachelor's degree in business administration, economics, social science, or a relevant discipline. Additionally, at least 5 years of relevant professional experience in providing administrative and operational assistance is required. Candidates should have hands-on experience supporting multilateral technical assistance, loan, and grant projects, as well as experience in conducting background research for assignments. Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint, and SharePoint) is essential, along with the ability to work effectively with ADB stakeholders, including staff, government officials, and development partners. Written and verbal proficiency in English and the local language (if applicable) is also necessary.

Educational Background:
The position requires a Bachelor's degree in a relevant field such as business administration, economics, or social science. This educational background is crucial as it provides the foundational knowledge necessary for understanding the complexities of project management and operational support within a multilateral development context.

Experience:
The ideal candidate should have at least 5 years of relevant professional experience. This experience should include providing administrative and operational assistance in a similar environment, particularly in supporting multilateral technical assistance, loan, and grant projects. Candidates should demonstrate a strong understanding of project management processes and the ability to conduct background research to support project activities effectively.

Languages:
Proficiency in English is mandatory, both written and verbal. Additionally, knowledge of the local language is advantageous, as it may facilitate communication with local stakeholders and enhance the effectiveness of project implementation.

Additional Notes:
This position is open to both internal and external applicants but is specifically for nationals and permanent residents of the Philippines. It 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. The decision to renew the appointment will depend on various factors, including the need for the specific skills and experience of the staff member, funding availability, and performance. The position is classified as local staff, and multiple positions may be filled from this opening. ADB offers a competitive salary and a comprehensive benefits package, including retirement plans, medical and health benefits, paid leave, and staff development opportunities.