Senior Operations Assistant

Your Role

As a Senior Operations Assistant, you will provide administrative and secretarial services for various activities of the agribusiness investment team including coordinating knowledge dissemination activities, coordinating administrative activities and various activities relating to project processing and administration, database management, and other clerical functions. The incumbent will report to designated International Staff and Senior National Staff.

You will:

• Office Administration, Coordination, and Communications
• Ensure that the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Ensure that all documents are processed following existing procedures and guidelines, coordinates review of project documents with relevant units in a timely manner, and monitors processing timelines to meet planned approval dates.
• Maintain a complete and organized e-filing system in SharePoint and tracks the flow of documents with the use of database for effective monitoring to meet deadlines.
• Ensure that all correspondence and documents for supervisors are prepared in compliance with ADB’s standards. Independently composes and sends out routine emails, follow-ups, and reminders. Help supervisors respond to emails and remind supervisors of important emails. Drafts more complex correspondence for signature of supervisors. Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails are delivered on time.
• Organize and manage office visitors to ensure that they are routed in a timely manner to the concerned staff.
• Coordinate various activities such as meeting arrangements, signing of documents, timeline coordination of a division/office/department in accordance with supervisor’s instructions.
• Assist in processing and administration of technical assistance (TA) projects, from the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports, as may be required.
• Collect, compile and analyze relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed.
• Contribute to the enhancement and implementation of systems and procedures, and administration of computer applications to ensure that PSOD’s requirements are met.

Calendar/Travel

• Ensure the effective coordination of supervisors’ schedules through efficient scheduling across officer and global time zones, and maintaining their diaries and arranging appointments, meetings, travel, visas and accommodation as specified by the supervisors and in accordance with ADB procedures.
• Event Organization and Management
• Support supervisors in organizing events including panels, webinars, seminars and workshops.
• Coordinate and prepare invite lists, presentations and marketing materials.
• Coordinate event administration, logistics and organization.

Others

• Support other Operations Assistants as directed.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree in business administration, finance, or relevant fields
• At least 5 years of relevant professional experience
• Advanced computer skills with sound knowledge of common word processing, spreadsheets, and graphics software used in multilateral organizations
• Excellent command of written and spoken English and proactive in communication
• Excellent coordination and interpersonal skills
• Good project management skills
• Excellent at time management and meeting deadlines
• Ability to coordinate proper distribution of tasks among other administrative assistants
• Ability to work with individuals from different cultural/national backgrounds
• Thorough understanding of the role and function of the division/office/department and a good general understanding of the organization’s purpose
• Good working knowledge of procedures, formats, and standards relevant to the performance of work
• Ability to exercise judgment on matters of confidentiality and those requiring urgent attention, especially in the supervisor’s absence
• Ability to work collaboratively with teams as a constructive team member
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.

Source: https://www.adb.org/careers/240372