Senior Operations Assistant
Job Vacancy | Thursday, January 25, 2024
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IMPORTANT INFORMATION:
This is a fixed term appointment with option to renew for an initial period of 3 years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. . After the initial fixed period, ADB has the option to renew the appointment for up to three years or allow it to expire. This decision is based on ADB’s overall interest in retaining the skills and experience of the staff for medium-term work program within the respective group, department, or office, while considering the availability of funding sources.
This is a re-advertisement. Previous applicants need not apply. Applications received in response to previous posting will be considered together with applications received in response to this advertisement.
Overview
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.
ADB only hires nationals of its 68 members.
The position is assigned in the Climate Change Resilience and Environment Cluster (CCRE) of the Climate Change and Sustainable Development Department (CCSD). CCRE is leading the Bank for responding to the growing need for innovative policies, institutions, and investments to lead the region to a low-carbon and climate-resilient future, while also seeking to help its member countries become more resilient to the effects of disasters.
To view ADB Organizational Chart, please click here.
The Climate Investment Funds (CIF) have been developed by the Multilateral Development Banks (MDBs), including ADB, to scale up assistance to developing countries in responding to climate change, and to strengthen the knowledge base in the development community on mechanisms for climate change action.
The CIF consists of two trust funds: Clean Technology Fund (CTF), which seeks to promote scaled-up financing for demonstration, deployment, and transfer of low carbon technologies with a significant potential for long term greenhouse gas emissions; and includes the new Accelerating Coal Transition (ACT) Program; and Strategic Climate Fund (SCF), consisting of three programs: (i) Pilot Program for Climate Resilience (PPCR), (ii) Forest Investment Program (FIP), and (iii) Scaling-Up Renewable Energy in Low Income Countries Program (SREP) and the new Renewable Energy Integration (REI) Program and Nature, People and Climate Program (NPC), and the planned Industry Decarbonization Program, and Smart Cities Program. MDBs have also been asked to design and/or adapt CIF country investment plans and projects in a manner that enables access to other funding channels, in particular the Green Climate Fund (GCF).
To enable support to emerging needs of its developing member countries (DMC), ADB undertakes consultations to assess and better understand issues, opportunities, and challenges related to climate change adaptation and mitigation actions. Guided by CIFs new and existing programs and ADB’s own climate change mitigation and adaptation portfolio and operational priorities, ADB continuously works with DMCs in developing programs to address countries’ needs to shift towards low-carbon and climate-resilient economies and supporting the various aspects of such transitions.
The position supports ADB to continue the successful implementation of its CIF and climate finance portfolio and strengthens the scaling up of ADB's climate operations through providing targeted related support, drawing amongst others on CIF experiences.
Job Purpose
The Senior Operations Assistant will provide administrative support to ADB-CIF Coordination Unit that is part of CCRE to work with relevant ADB departments/divisions, and resident missions and will report to the appointed team leader responsible for CTF and SCF under the Climate Change Resilience and Environment Cluster (CCRE). The incumbent will collect and consolidate information across the unit for analytical purposes, and coordinate matters relating to various CIF-related activities. The incumbent will report to the designated International staff and senior National staff
Responsibilities
- Ensures all ADB-CIF Coordination Unit’s correspondence and documents are correctly assigned and distributed to CIF team members in a timely manner; documents for signature are correctly prepared and in compliance with ADB standards; outgoing communication is delivered on time; the flow of documents is checked and monitored for effective monitoring of division deadlines; and relevant documents are promptly uploaded on the CIF’s folder in SharePoint site.
- Coordinates and monitors milestone processing events of CIF-related papers and speeches, briefing papers, and other advisory materials for Management, and reports any delay in the processing of these papers.
- Ensures effective coordination of ADB-CIF Coordination Unit’s calendar and accurate updating of event’s database, including knowledge dissemination activities.
- Provides administrative support to the organization of CIF-related activities such as high-level meetings, seminars, and trainings.
- Consolidates relevant information and data related to CIF to produce reports as required.
- Responsible for the overall office administration which would include, among others: (i) timely coordination with the Office of the Director, CCRE on the application/interpretation of work area procedures, guidelines, and formats; (ii) efficiently supporting mission travel arrangements, clearances, and liquidation of expenses; and (iii) ensuring adequate stocks of office supplies and equipment requirements of the division.
- Assists the CIF team members and other CCRE staff as may be assigned.
- Performs other duties as may be assigned and reflected in the incumbent’s workplan.
Qualifications
Relevant Experience & Requirements
- Bachelor’s degree in business administration, social science or other fields combined with relevant experience.
- At least 5 years relevant professional 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.
- Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint, Sharepoint).
- Familiarity in videoconferencing tools (MS Teams, Zoom, Webex)
- 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 working knowledge of ADB's procedures, formats and standards relevant in the performance of assigned work.
- Excellent command of written and spoken English.
Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.
General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.
ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.
Please note that the actual level and salary will be based on qualifications of the selected candidate.