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 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 environment. ADB is committed to ensuring that all individuals are treated with respect and provided equal opportunities in an inclusive work environment, encouraging applications from all qualified candidates regardless of their background, gender, or disabilities. Women are particularly encouraged to apply for positions within the organization.

Job Overview:
The Operations Assistant position is integral to the Southeast Asia Department (SERD) at the Timor-Leste Resident Mission (TLRM). The successful candidate will be based in Dili and will report to designated international and senior local staff. The role encompasses a wide range of administrative responsibilities, including project administration and various other administrative tasks. The Operations Assistant will be responsible for ensuring that all correspondence and documents for supervisors are prepared, formatted, and submitted in a timely manner, adhering to ADB's standards. The position also involves monitoring and distributing incoming communications and ensuring that outgoing communications reach their intended recipients. Additionally, the Operations Assistant will coordinate supervisors' schedules, arrange mission travel for team members, and provide logistical support for meetings and other activities. This role is crucial for maintaining the efficiency and effectiveness of the operations within the Resident Mission.

Duties and Responsibilities:
The Operations Assistant will have a comprehensive set of duties and responsibilities, including but not limited to:

• Preparing, formatting, and submitting correspondence and documents for supervisors in compliance with ADB standards.
• Monitoring and distributing incoming communications and ensuring timely delivery of outgoing communications.
• Coordinating supervisors' schedules by maintaining calendars and organizing appointments.
• Supporting daily routine functions, including arranging mission travel for team members, coordinating meetings, disseminating relevant materials, and taking minutes.
• Preparing and formatting reports and memos, maintaining document files for easy retrieval, and providing logistical and administrative support to missions and other activities.
• Administering assigned technical assistance (TAs) and loans, including the selection and recruitment process of consultants, processing claims and contract variations, monitoring budget and implementation progress, and preparing completion reports.
• Ensuring compliance with e-Operations and other IT/system enhancements used within ADB.
• Performing other responsibilities as assigned in accordance with the workplan.

Required Qualifications:
Candidates must possess a Bachelor's degree in finance, social sciences, business studies, or related fields. Additionally, at least 5 years of relevant professional work experience is required, with experience in international multilateral and bilateral agencies being desirable. The candidate should demonstrate the ability to work independently on assigned tasks and areas of analysis and research that have a well-defined scope and steps. Strong written and verbal proficiency in English and the local language is essential, along with proficiency in standard software programs such as Word, Excel, and PowerPoint. Good interpersonal skills and the ability to work effectively with individuals from diverse cultural and technical backgrounds are also necessary.

Educational Background:
The educational background required for this position includes a Bachelor's degree in finance, social sciences, business studies, or other related fields. This foundational education is critical for understanding the complexities of the role and effectively contributing to the operations of the Timor-Leste Resident Mission.

Experience:
The position requires at least 5 years of relevant professional work experience. Candidates with experience in international multilateral and bilateral agencies will have a competitive advantage. The experience should demonstrate the ability to handle administrative responsibilities and support project administration effectively.

Languages:
Proficiency in written and verbal English is mandatory, along with proficiency in the local language. This bilingual capability is essential for effective communication within the organization and with local stakeholders.

Additional Notes:
This appointment is open to both internal and external applicants, but it is specifically a local staff position, meaning it is only open to nationals and permanent residents of Timor-Leste. The position is a fixed-term appointment 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 an additional 3 years based on various factors, including the need for the specific skills and experience of the staff member, funding availability, and performance suitability. It is important to note that this appointment is not convertible to a regular appointment.