Senior Operations Assistant

The Senior Operations Assistant provides administrative and operational support services within the Strategy and Engagement Division of the Climate Change and Sustainable Development Department. The role involves coordinating climate change activities, managing documentation and correspondence, supporting meetings and trainings, and overseeing office administration.

Responsibilities

• Ensure all correspondence and documents are logged and correctly assigned for appropriate action and/or distributed to staff in a timely manner; documents for signature are correctly prepared and in compliance with ADB standards; outgoing mail/response are delivered on time; flow of documents are checked and monitored for effective monitoring of deadlines; and final documents are promptly uploaded in relevant SharePoint sites.
• Coordinate and monitor milestone processing events of policy and strategy-related papers and speeches, briefing papers, and other advisory materials for Management, and report any delay in the processing of these papers.
• Review and update eOperations and/or SovOps database for technical assistance (TA) projects under processing, including milestone events of firm and standby TA projects under the guidance of the Technical International/Local Staff as project team leader; support the project team leader in preparing documents and organizing activities as part of TA processing; ensure applicable (public) disclosure policies are complied with following TA approval.
• Provide logistical and administrative support to high-level meetings, seminars, and climate change trainings including coordination of CCSE’s calendar, accurate updating of event database, and knowledge dissemination activities.
• Collect, compile, and analyze relevant information and data related to transactions and/or activities under CCSE to produce reports as requested.
• Be responsible for the overall office administration which would include, among others: (i) timely coordination with the Office of the Director General, CCSD on the application/interpretation of work area procedures, guidelines, and formats; (ii) efficiently support mission travel arrangements, clearances, and liquidation of expenses; and (iii) ensure adequate stocks of office supplies and equipment requirements of CCSE.
• Provide guidance to other operations assistants, contractors, and/or consultants, as needed.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Requirements

• Bachelor’s degree in business administration, social science or other fields.
• At least 5 years work experience in multilateral organizations.
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used within ADB and familiarity with computer system used generally in ADB.
• Good coordination and interpersonal skills.
• Ability to coordinate proper distribution of tasks among other operations assistants.
• Ability to work collaboratively with teams as a constructive team member.
• Ability to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
• Good 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 ADB's procedures, formats and standards relevant in the performance of assigned work.
• Written and verbal proficiency in English.

Skills

• Business Administration
• Multilateral Organization Experience
• Advanced Computer Skills
• Word Processing
• Spreadsheet Software Knowledge
• Graphic Software
• Computer System Knowledge
• Task Coordination
• Interpersonal Skills
• Team Collaboration
• Confidentiality Management
• Urgent Issue Handling
• Organizational Procedures Knowledge
• Documentation Management
• Meeting Support
• Training and Support
• Office Management

Languages

English