Operations Assistant

The Operations Assistant provides administrative and operational support for the Energy Division within Sectors Department 1 at ADB Headquarters in Manila. Responsibilities include managing correspondence, coordinating appointments and travel, supporting project processing activities, maintaining filing systems, and assisting with knowledge management.

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.
• Screen incoming calls and take accurate messages, dealing with queries from callers and visitors and routing unexpected visitors promptly.
• Ensure effective coordination of supervisor's calendar and arrange appointments, meetings, travel, and accommodation following ADB procedures.
• 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 office filing systems and records are maintained and updated for easy retrieval and track the flow of documents with the use of databases for monitoring.
• Support knowledge management activities.
• Provide back-up support to other operations assistants in their absence or relieve other operations assistants.
• Perform other responsibilities assigned by the supervisor.

Requirements

• Bachelor's degree in economics, commerce, engineering, or other 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.
• 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.
• Knowledge of procedures, formats, and standards relevant in the performance of work.
• 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

• Word Processing
• Spreadsheet Management
• Business Intelligence Applications
• Artificial Intelligence Application
• Multilateral Organization Systems
• Stakeholder Liaison
• Coordination
• Confidentiality Management
• Project Support
• Knowledge Management
• Travel Coordination
• Correspondence Management

Languages

English