Reference Number:200234
Position Level:AS 5
Department:East Asia Department
Division:Sustainable Infrastructure Division, EARD
Location:Asian Development Bank Headquarters
Date Posted:Thursday, May 14, 2020
Closing Date:Thursday, May 28, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)
IMPORTANT INFORMATION:
Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
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 aprosperous, 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.
To view ADB Organizational Chart, please click here.
Job Purpose
The Senior Operations Assistant will perform a full range of secretarial duties for international staff members and coordinates administrative activities for the assigned units. The incumbent will report to Director, EASI.
Responsibilities
Ensures that all correspondence and documents for supervisor are correctly typed and prepared in compliance with ADB standards. Independently composes and sends out routine letters. Drafts more complex correspondence for signature of supervisor. Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are referred to in a timely manner to the concerned staff.
Ensures the effective coordination of supervisor's schedule by maintaining diaries and arranging appointments, meetings, and travel and accommodation as specified by the supervisor and in accordance with ADB procedures.
Provides administrative support to other international staff; may relieve and assist other Operations Assistants, as directed.
Ensures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
Tracks the flow of documents with the use of database for effective monitoring to meet deadlines.
Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior operations assistants.
Acts as alternate coordinator for budget monitoring and principal coordinator for attendance monitoring.
Performs certain standard activities such as maintaining adequate stocks of office supplies as required; coordinates micro-computer inventory, allocation, and requirements for the division.
Supports the division in facilitating knowledge management activities. Creates and maintains a calendar of the division's knowledge management activities.
Assists the division's Operations Assistants in processing of Board documents (reports and recommendation of the president, grant reports, technical assistance reports, and project and technical assistance completion reports); and ensures that the documents are in accordance with the latest ADB templates and the Handbook of Style and Usage. Assists in updating the project processing records in the oracle-based e-Operations.
Coordinates various activities such as meeting arrangements of the division to ensure that the supervisor's instructions are passed on to the concerned staff.
Collects, compiles and analyzes relevant information and data related to the division to produce routine and/or ad hoc statistics/reports, as instructed.
Performs other duties that may be assigned as reflected in the incumbent's workplan.
Qualifications
Relevant Experience & Requirements
Bachelor's degree in Business Administration, Finance, Economics, or other related fields.
Excellent typing skills.
At least 5 years of relevant experience in administrative work.
Advanced computer skills with sound knowledge of common word processing, spreadsheets and graphics software used in multilateral organizations.
Good coordination and interpersonal skills.
Ability to coordinate proper distribution of tasks among other operations assistants.
Ability to work with individuals from different cultural/national backgrounds.
Thorough understanding of the role and function of the division, and a good general understanding of the organization's purpose.
Good working knowledge of procedures, formats and standards relevant in the performance of work.
Ability to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
Able to liaise and work effectively with staff within own work location.
Able to work collaboratively with teams as a constructive team member.
Excellent oral and written communication skills in English.
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.
