(Senior) Operations Assistant

Organizational Setting and Reporting Relationship

The position of (Senior) Operations Assistant is assigned to the Water and Urban Development Sector Office within the Sectors Group. WUD was established to deliver impactful sector policy dialogues, initiatives, and solutions that advance ADB’s strategic agenda in the region and with ADB’s clients in the water and urban development sector. The WUD Sector Office has three responsibilities: (i) conceptualize, process, and administer financial and technical assistance (TA) operations and deliver knowledge services to clients; (ii) support resident missions in their country engagement, lead technical work on sector diagnostics and country sector road maps, and contribute to business development efforts: and (iii) ensure ADB’s technical leadership externally and internally.

The WUD Sector Office has five sector teams: (i) regional sector team for Central, West, and East Asia region; (ii) regional sector team for Pacific countries and Southeast Asia region; (iii) regional sector team for South Asia region; (iv) practice sector team for emerging areas; and (v) practice sector team for strategy and partnerships.

You will be based at our Headquarters in Manila, Philippines and you will report to designated international staff and/ or senior national staff.

Your Role

• As a (Senior) Operations Assistant, you will provide administrative support to WUD activities. You will provide administrative support in project administration, project processing activities related to loans and TA and database management.

You will:

• Prepare and log correspondence and documents for supervisor following set standards. Independently compose and send out routine letters, carefully check documents submitted for approval of the supervisor. Ensure that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, that outgoing mails/faxes are delivered on time, and an effective filing system is maintained in WUD.
• Ensure the effective coordination of supervisor’s schedule by maintaining calendar and arranging appointments, meetings, travel, and accommodation as specified by the supervisor and in accordance with ADB procedures.
• Ensure accurate updating of event’s database, including knowledge dissemination activities.
• Develop and maintain document files and databases.
• Support preparation of necessary loan/ TA documents and processing of these documents in accordance with ADB quality and procedures.
• Support the preparation and administration of TAs and/or projects for the selection process of consultants, processing of claims, contract variations, internal memos and preparation of TA and Project Completion Reports, back-to-office reports, under the guidance of the international staff and/or project officer.
• Assist international and national staff in the implementation of TAs, loans, and grants.
• Provide back-up support to the Operations Assistant in the latter’s absence or relieve other operations assistant, as necessary.
• Act as mentor to other junior Operations Assistants.
• Perform other duties that may be assigned as reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree in finance, business administration, public administration, or other fields combined with relevant experience.
• At least 5 years relevant professional experience.
• Good computer skills with sound knowledge of common word-processing, spreadsheets and familiarity with computer system used generally in multilateral organizations.
• Good interpersonal and cross-cultural skills with ability to liaise and work effectively with individuals from different professional and cultural background.
• Excellent verbal and written communication skills in English
• Please refer to the link for ADB Competency Framework for AS 4 to 5.

Source: https://www.adb.org/careers/240585