Operations Assistant

The Operations Assistant provides operational support by coordinating activities for the Portfolio Management Division within the Private Sector Operations Department. The role involves project administration, coordination of internal trackers, preparation of reports, and support for project-related missions and events.

Responsibilities

• Support and coordinate inputs from the portfolio team to PSPM's various internal trackers relating to waivers, amendments and consents (WAC) requests, extended annual review reports, portfolio supervision costs, change in scope and other trackers maintained by PSPM.
• Support the preparation of Extended Annual Review Reports (XARR), including gathering project data, approved/signed/outstanding amounts, milestone dates, mission information from available records and other basic data to be used in XARR.
• Ensure compliance with the latest ADB template and Handbook of Style and Usage and procedures.
• Coordinate interdepartmental comments, OSEC editing, internal approvals and monitor timely submission.
• Assist in the process for suspension of certain reports post-XARR relating to identification of relevant provisions in facility agreements, preparation of draft memos.
• Assist in project administration by ensuring all documents are processed following existing procedures and guidelines, coordinating review of project documents with relevant units in a timely manner, monitoring timelines to meet deadlines, support in timely report disclosures (e.g., safeguards reports, XARRs, Project Data Sheet).
• Assist in initiating workflows in CreditLens, Management Approval System (MAS), updating eOps, Nonsovereign Operations (NSO) Customer Relationship Management and PSPM Masterlist.
• Assist in handover process by ensuring proper tagging of PSPM deal teams in IT systems and portfolio supervision costs are noted in internal tracker.
• Assist with consultant selections and contract variations in Consultant Management System.
• Help plan project-related missions including preparations of meeting agenda and coordination with clients and stakeholders, among others; and coordinate the preparation of briefing notes, back-to-office reports, monitoring of sponsor-charged mission expenses and accounts receivables and other post-business travel requirements.
• Contribute to the implementation of record/file system of projects on SharePoint for easy retrieval of files and documents.
• Support data analysis and production of presentation decks for various PSPM governance forums and other knowledge sharing events.
• Support PSPM management team in organizing PSPM-wide activities such as staff and management meetings, retreat/ team building, strategic planning events, and other PSPM events/gatherings.
• Ensure completeness of portfolio documents and compliance with ADB standards.
• Provide support in coordinating meetings with internal and external clients and other stakeholders.
• Provide back-up support to other operations assistants, as necessary.
• Assist / undertake IDD related work on clients.
• Perform any other administrative or any other duties as may be required.

Requirements

• Bachelor's degree in business administration or a relevant discipline.
• At least 5 years of relevant professional experience.
• Ability to interact in a professional manner with ADB team members.
• Strong interpersonal skills; ability to develop relationship internally and externally in a multilateral environment.
• Ability to collaborate with teams as a constructive team member.
• Strong oral and written communication skills in English.
• Planning, coordination and time management skills.
• Proficient in Outlook, Word, Excel, and PowerPoint, SharePoint.
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex).

Skills

• Project Administration
• Report Preparation
• Operational Coordination
• Internal Tracker Management
• Event Support
• Team Collaboration
• Interpersonal Skills
• Oral Communication
• Written Communication
• Planning
• Coordination
• Time Management
• Outlook
• Word
• Excel
• Power Point
• SharePoint Development
• Online Conferencing Tools
• MS Teams
• Zoom
• Webex

Languages

English