Operations Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is an international development finance institution that was established in 1966 and is headquartered in Manila, Philippines. ADB is composed of 69 member countries, with 50 of these members from the Asia and Pacific region. The organization is dedicated to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while also focusing on eradicating extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under Strategy 203

• The bank is committed to providing equal opportunities and fostering an inclusive work environment, encouraging candidates from diverse backgrounds to apply, particularly women.

Job Overview:
As an Operations Assistant at the Indonesia Resident Mission (IRM) within the Southeast Asia Department (SERD), you will play a crucial role in supporting international staff and coordinating administrative activities for the assigned unit. Your responsibilities will include managing calendars, processing travel requests and expense reports, assisting with budget preparation, and providing logistics support for meetings and missions. You will also be involved in drafting communications, coordinating with government agencies, and maintaining project administration records. This position requires a proactive approach to tasks and the ability to work collaboratively with a diverse team, ensuring compliance with ADB's standards and procedures.

Duties and Responsibilities:
The Operations Assistant will be responsible for a variety of administrative tasks, including but not limited to: managing the supervisor's calendar and scheduling meetings with both internal and external partners; processing travel requests, expense reports, requisitions, and purchase orders; providing logistical support for meetings and transportation for visiting missions; drafting routine communications to governments and partners; facilitating the dispatch of signed communications; coordinating with government agencies on approval requests; supporting operational activities such as consultant selection and processing claims; maintaining project administration records in ADB systems; and providing backup support to other Operations Assistants as needed. Additional responsibilities may be assigned as stipulated in your workplan.

Required Qualifications:
Candidates must possess a Bachelor's degree in finance, social sciences, business studies, or a related field. A minimum of 5 years of relevant professional work experience is required, with experience in international multilateral and bilateral agencies being highly desirable. The ideal candidate should demonstrate the ability to work proactively on assigned tasks and areas of analysis, possess excellent written and verbal communication skills in English, and be proficient in standard software programs such as Word, Excel, and PowerPoint. Additionally, the candidate should be capable of collaborating effectively with individuals from diverse cultural and technical backgrounds.

Educational Background:
The position requires a Bachelor's degree in a relevant field such as finance, social sciences, or business studies. This educational background is essential for understanding the complexities of the role and effectively supporting the operational needs of the organization.

Experience:
The ideal candidate should have at least 5 years of relevant professional experience. This experience should ideally include work within international multilateral and bilateral agencies, which would provide a strong foundation for understanding the operational and administrative functions required in this role.

Languages:
Proficiency in English is mandatory, both written and verbal, as the role involves significant communication with various stakeholders. While not mandatory, knowledge of additional languages may be considered an asset, particularly languages relevant to the Asia-Pacific region.

Additional Notes:
This position is classified as a local staff role and is open only to nationals and residents of Indonesia. It is a fixed-term appointment with the option to renew for an initial period of three years, following specific administrative guidelines. The appointment is not convertible to a regular position, and while there is no limit on the number of renewals, the initial period may be renewed for up to three years. ADB offers a competitive salary and benefits package, including retirement plans, medical and health benefits, paid leave, and staff development opportunities.