Senior Operations Assistant

The Senior Operations Assistant provides high-quality, timely, and accurate administrative, analytical, and coordination support for Bhutan Resident Mission operations, including official communications, mission administration, and stakeholder liaison to support efficient project processing and implementation.

Responsibilities

• Prepare, transmit, and follow-up official letters and communications to the Ministry of Finance (MOF) and to relevant Executing Agencies (EAs).
• Maintain accurate records and monitor outgoing and incoming official correspondence ensuring follow-up and proper filing following ADB record management requirements; act as focal for Electronic Document and Records Management System.
• Support coordination with MOF on routing of official communications requiring higher-level government attention.
• Coordinate with government authorities and HQ staff on the issuance and transmission of relevant letters for workshops, trainings, seminars, and capacity-building events.
• Monitor receipt of nominations and confirmations and maintain records of nominations, approvals, and related correspondence.
• Prepare and coordinate mission clearances and collaborate with MOF and government agencies to obtain necessary approvals for mission schedules, meetings, and field visits.
• Maintain a mission tracking system, including clearance requests, approvals, and related documentation.
• Collaborate with government authorities, executing and implementing agencies, development partners, and other partners to support project operations, coordination, and external relations.
• Coordinate with HQ and resident mission staff to facilitate information exchange, operational follow-ups, and stakeholder engagement.
• Respond to routine inquiries and direct matters to relevant staff.
• Help with TA processing and administration following ADB procedures including administration of select regional TAs.
• Assist the Bhutan country management team in updating and tracking the implementation of the Bhutan Country Knowledge Management Plan.
• Help prepare briefing papers for senior management, presentation materials for senior officials' meetings including organizing seminars, workshops, press conferences.
• Support ad hoc operational and administrative tasks related to project implementation, portfolio management, and coordination.
• Help improve internal tracking systems and documentation workflows related to government communications and mission coordination.
• Support high-level visits, seminars, workshops, press conferences, and other events, and maintain BHRM calendars accordingly.
• Help maintain orderly BHRM project files and databases following ADB policies.
• Perform other duties as may be assigned.

Requirements

• Bachelor's degree preferably in economics, business or public administration and finance or related fields.
• At least 5 years of relevant professional experience.
• Excellent command of written and spoken English.
• Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint, SharePoint).
• Proven ability to collect and organize required data, prepare notes, papers and sections of reports.
• Ability to establish and maintain productive contacts with appropriate government officials, donors executing agencies, NGO's and private sector.
• Knowledge of operations and procedures in multilateral development banks will be an advantage.

Skills

• Data Collection
• Report Writing
• Stakeholder Liaison
• Project Coordination
• Operational Procedures
• Multilateral Development Banks Knowledge
• Microsoft Office Suite
• Outlook
• Word
• Excel
• Power Point
• SharePoint Development
• Government Relations
• Donor Coordination
• Non-governmental Organization Engagement
• Private Sector Liaison
• Administrative Support

Languages

English