Senior Operations Assistant

As a Senior Operations Assistant, you will provide administrative support to HSD activities. You will also provide operational support in project administration, project processing activities related to loans and TA, database management, and knowledge management.

You will:

• Oversee and manage incoming correspondences and/or requests, ensuring they are efficiently monitored, prioritized, and assigned to appropriate staff. Independently compose and send routine communications, reviewing documents before submitting them for supervisor approval and ensure that all incoming requests (via email or other channels) are promptly addressed and tracked using appropriate tools or systems. Maintain an organized, up-to-date filing system within the HSD SharePoint site for quick access and retrieval of relevant documents and correspondence.
• Coordinate and manage the scheduling of appointments, meetings, travel, and accommodation, ensuring efficient calendar management and timely arrangements in accordance with ADB procedures. This may involve overseeing these tasks if assigned to other internal or external staff (if outsourced) to ensure adherence to ADB standards.
• Support the preparation of necessary loan/grant and technical assistance (TA) documents (concept note, Reports and Recommendation of the President, TA reports, Project and TA Completion Reports) and ensure that these documents are in accordance with the latest ADB template and Handbook of Style and Usage and procedures. Coordinate and monitor the team’s TAs under processing and coordinate with other staff to ensure eOps/SovOps updating.
• Coordinate and monitor milestone processing events of assigned loan/grant/TAs and report any delay in the processing of these documents to supervisors.
• Support the programming, processing and administration of TAs and/or loan/grant projects such as selection of consultants, processing of claims, contract variations, internal memos and preparation of TA and Project Completion Reports, and Back-to-Office Reports under the guidance of the international staff and/or project officer.
• Regularly check the eOps/SovOps and Integrated Disbursement System for progress on TA, loan, and grant under implementation.
• Using available IT tools and ADB apps, collect, compile and analyze relevant information and data related to the team/office/department to produce routine and/or ad hoc statistics/reports as instructed.
• Provide support in mission preparation in accordance with ADB procedures.
• Ensure accurate updating of relevant databases, and support event organization and knowledge management including communication, internally and externally.
• Support knowledge management activities.
• Provide back-up support to other operations assistants in the latter’s absence or relieve other operations assistant, as necessary.
• Provide assistance on the application/interpretation of work procedures, guidelines, and formats to other junior operations assistants.
• Perform other duties that may be assigned by the supervisor.

Qualifications:

You will need:

• Bachelor’s degree in finance, business administration, public administration, community development, education, public health, or related disciplines.
• At least 5 years relevant professional experience preferably in multilateral organizations.
• Advanced computer skills with sound knowledge of common word-processing and spreadsheets, and also preferably with business intelligence, artificial intelligence applications, and familiarity with computer system used generally in ADB and similar multilateral development banks, and proficiency with computer-based applications.
• Good interpersonal and cross-cultural skills.
• Preferably with sound understanding of ADB and similar multilateral development banks procedures and practices related to TA and loan/grant project processing and administration, including safeguards compliance.
• Excellent oral, written and digital communication skills in English.

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