Operations Assistant

The Operations Assistant provides comprehensive operational and coordination support to the Water and Urban Development Sector Cluster within Sectors Department 2 at ADB Headquarters. The role supports project processing and administration for loans, grants, and technical assistance, coordinates portfolio and work program activities, maintains data and records, and facilitates timely delivery of divisional outputs in line with ADB procedures and standards.

Responsibilities

• Process missions, archive related documents (travel requests, expense reports).
• Coordinate team activities/operations and submissions. Provide support to staff and consultants.
• Support the preparation of necessary loan/grant and technical assistance (TA) documents and ensure compliance with ADB templates and procedures.
• Coordinate and monitor processing milestones, submissions, and deliverables for assigned projects and TAs; flag delays and documentation gaps.
• Support operation activities such as selection of consultants, processing claims, contract variations, internal memos, and drafting reports.
• Coordinate and help document meetings.
• Assist in portfolio, work program, and operational monitoring by maintaining databases and preparing reports and briefing materials.
• Coordinate team activities and submissions across staff and consultants, document meetings and action items, and follow up on next steps.
• Coordinate and manage supervisors' calendars, mission schedules, meetings, and engagements.
• Maintain organized electronic records and filing systems following ADB recordkeeping practices.
• Provide guidance and back-up support to other administrative and operations staff.
• Perform other tasks as assigned and reflected in workplan.

Requirements

• Bachelor's degree in business administration, public administration, finance, development studies, social sciences, or other relevant fields.
• At least 5 years' relevant professional experience in multilateral organizations.
• Relevant work experience in administrative, operational, project coordination, or office support responsibilities; experience in a multilateral organization, development institution, government agency, or similar environment.
• Demonstrate proficiency in applicable software tools.
• Manage records, deadlines, follow-up actions, and routine administrative or operational tasks with appropriate guidance.
• Experience building partnerships and maintain working relationships across organizational and cultural boundaries.
• Proficiency in expressing ideas in both spoken and written formats in English.
• Demonstrated management of confidential administrative and operational matters.

Skills

• Project Coordination
• Administrative Support
• Operational Support
• Records Management Projects
• Deadline Management
• Partnership Building
• Multilateral Organization Experience
• Confidentiality Management
• Data Management
• Loan and Grant Administration
• Technical Assistance Coordination
• Office Support
• Proficiency in Software Tools
• Written Communication
• Spoken Communication

Languages

English