Operations Assistant
Job Vacancy | Thursday, January 18, 2024
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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 Macroeconomic Research Division (ERMR) within the Economic Research and Development Impact Department (ERDI), which undertakes a range of policy research on macroeconomic stability, business cycles, drivers of long-term growth, inflation, finance, and trade, and capacity building work to foster economic and social development in the Asia Pacific region. ERMR leads the annual flagship publication Asian Development Outlook (ADO) reports, monitors regional economies and capital markets, develops tools for better macroeconomic monitoring, forecasting, and analysis, and spearheads policy-relevant research on macroeconomic topics.
To view ADB Organizational Chart, please click here.
Job Purpose
The position will provide technical, operational, and analytical support to ERMR by collecting and consolidating information for analytical purposes; support in the processing and implementation of technical assistance; and coordinating matters relating to knowledge events and outputs. The incumbent will report to designated International Staff and National Staff.
Responsibilities
Support in Asian Development Outlook (ADO)/Asia Bond Monitor (ABM) Preparation
- Provide logistical support in the production and dissemination of ADO and ABM, as necessary;
- Provide support in the typesetting, graphic generation, and/or other tasks as may be assigned by the ADO/ABM teams.
Assist in Technical Assistance (TA) Administration
- Provide support in TA administration including engaging and monitoring of consultants; regular monitoring of TA budgets and contracts; arrange conferences and workshops; liaise with cooperating agencies and other ADB departments/offices; process TA study outputs for publication; and prepare draft TA completion reports as may be assigned by International Staff and National Staff.
Business Processes Modernization/Enhancement/Re-engineering
- Work with and propose improvements to IT systems used for travel, consultants hiring and claims, logistical requests), payment portals.
- Assist colleagues/liaise with concerned departments on queries relating to applications of business processes and Staff Instructions on travel, consultants engagement, events, budget and payment portals.
- Assist clients/colleagues in the use of systems (Consultant Management System, Concur, eOperations, TA Claims Partner, TA Request for Payment, etc.) and liaise/refer to ID support teams if needed.
Research Support
- Maintain/updates lists/matrices/tables of data/information related to ERMR research support and operations (forecast tables, K-Nexus, accomplishment reports).
- Assist in drafting reports (TA Completion Reports, TA papers, and other papers).
- Collect and compile relevant information and data related to the division’s research outputs and knowledge products to produce routine and/or ad hoc reports/summaries as instructed.
Organizing and managing events (virtual, hybrid, and onsite)
- Provide logistical support to ERMR-organized virtual, hybrid, and onsite events including preparation and coordination of event plan that contains tasks, timeline, status, and role assignments of team members; act as ERMR focal person in event coordination meetings with colleagues from ERDI front office, Corporate Services Department, Information Technology Department, Department of Communications and Knowledge Management, and others, as necessary; and provide day-of-event support and management of logistics activities as assigned in the event plan.
- Provide support in ERMR-organized online and hybrid events as meeting/webinar host including post-event documentation, such as registration reports, attendance reports, audio and video recordings, survey forms and transcriptions (if applicable).
Others
- Assist the supervisors for their participation in various meetings, knowledge events, policy forums by coordinating the meeting schedules/appointments, preparing the summaries and review of the meetings, and providing timely reminders.
- Coordinate various activities such as meeting arrangements of the division/department to ensure that the supervisors’ instructions are passed onto the concerned staff and support the preparation of presentations and dissemination materials.
- Perform other duties as may be assigned and reflected in the incumbent’s workplan.
Qualifications
Relevant Experience & Requirements
- Bachelor degree in Economics, business administration, social science, or related fields.
- At least 5 years of relevant professional experience.
- Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations. Knowledge of Adobe Illustrator and InDesign an advantage.
- Good coordination and interpersonal skills and 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.
- Experience working with different cultural/national background.
- Excellent command of written and spoken English
Please refer to the link for ADB Competency Framework for Administrative Staff Level 4
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.