Senior Operations Assistant
Job Vacancy | Wednesday, January 31, 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.
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) within the Climate Change and Sustainable Development Department (CCSD). CCSD provides leadership in thematic operations, knowledge innovation, and partnerships to position the ADB as the region’s climate bank. CCRE coordinates and provides strategic guidance on ADB’s work on climate change, disaster risk management, and environmental sustainability, and administers climate and disaster risk management funds. In particular, the Climate Change team is responsible for integrating ADB’s climate adaptation and low-carbon agenda in its operations.
To view ADB Organizational Chart, please click here.
Job Purpose
The Senior Operations Assistant will provide administrative support to activities within the scope of CCRE – Climate Change. The incumbent will collect and consolidate information across the Climate Change team for analytical purposes, and coordinate matters relating to various climate change activities with CCSD. The incumbent will report to the designated International staff and Senior National Staff.
Responsibilities
- Ensures 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.
- Coordinates and monitors milestone processing events of policy and strategy-related papers and speeches, briefing papers, and other advisory materials for Management, and reports any delay in the processing of these papers.
- Under the guidance of the International/National Staff as project team leader, assists in the review and update of eOperations database for technical assistance (TA) projects under processing, including milestone events of firm and standby TA projects; supports the project team leader in preparing documents and organizing activities as part of TA processing; ensures applicable (public) disclosure policies are complied with following TA approval.
- Provides logistical and administrative support to high-level meetings, seminars, and climate change trainings including coordination of the Climate Change team’s calendar and accurate updating of event database, including knowledge dissemination activities.
- Consolidates relevant information and data related to transactions and/or activities under Climate Change team to produce reports as requested.
- Responsible for the overall office administration which would include, among others: (i) timely coordinate 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 the CCRE – Climate Change.
- Provides guidance to other operations assistants, contractors, and/or consultants, as needed.
- 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 multilateral institutions; familiarity with computer system used generally in multilateral institutions.
- Good coordination and interpersonal skills.
- Able to coordinate proper distribution of tasks among other operations assistants.
- Ability to work collaboratively with teams as a constructive team member.
- Able 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.
- 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.