Operations Assistant

The Operations Assistant provides administrative and operational support for the Energy Sector Cluster within Sectors Department 1 at ADB Headquarters in Manila. Responsibilities include managing correspondence, coordinating travel and meetings, supporting project processing activities, and maintaining document management systems.

Responsibilities

• Ensure that all correspondence and documents for supervisors are prepared in compliance with ADB's standards and logged and distributed to the staff concerned.
• Ensure effective coordination of supervisor's calendar and arrange appointments, meetings, travel and accommodation as specified by the supervisor and in accordance with ADB procedures.
• Arrange supervisors' international and domestic travel in coordination with in-house travel agents.
• Help with project processing by ensuring all documents are processed following existing procedures and guidelines, coordinating review of project documents with relevant units promptly, and monitoring processing timelines to meet planned approval dates.
• Ensure that document management systems and electronic records are maintained and updated for easy retrieval and track the flow of documents with the use of digital databases for monitoring.
• Support knowledge management activities.
• Provide back-up support to the other operations assistants in the latter's absence or relieve other operations assistants.
• Perform other responsibilities that may be assigned by the supervisor.

Requirements

• Bachelor's degree in economics, commerce, engineering, or other related fields.
• At least 5 years' relevant professional experience.
• Computer skills with sound knowledge of common word processing and spreadsheets.
• Preferably, experience with business intelligence and artificial intelligence applications, and familiarity with computer systems used generally in multilateral organizations.
• Good coordination with the ability to liaise and work with individuals from different professional and cultural backgrounds.
• Experience liaising and working with different stakeholders.
• Experience coordinating and exercising judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
• Written and verbal proficiency in English and local language (as applicable)

Skills

• Operations Support
• Document Management
• Travel Coordination
• Meeting Coordination
• Correspondence Management
• Stakeholder Liaison
• Confidentiality Management
• Business Intelligence Systems
• Artificial Intelligence Application
• Computer Systems in Multilateral Organizations
• Word Processing
• Spreadsheet Software Knowledge

Languages

English