Operations Assistant

Job Vacancy | Thursday, October 17, 2024

Join Our Mission to Foster Prosperity in Asia

Are you looking to have a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Operations Assistant is assigned to the Equity Investment Unit under the Office of the Director General (OPSD-EIU) within the Private Sector Operations Department (PSOD). You will be based at our Headquarters in Manila, Philippines.

You will report to Advisor, OPSD, PSOD and Unit Head, EIU and designated International Staff.

Your Role

As an Operations Assistant, you will provide administrative support and help coordinate administrative activities for the assigned unit. You will coordinate within PSOD, other ADB departments and external parties.

You will:

a. General Administration

• Manage supervisors’ schedules by resolving scheduling conflicts, accepting and confirming supervisors’ meetings in advance, updating supervisors of changes to schedules, exercising judgement in organizing the scheduling
• Organize mission travel, including forward planning, by reviewing and recommending appropriate flight options, planning itinerary, including transport and hotel accommodation, preparing meeting schedules, submitting business travel requests and expense claims in the system
• Ensure that appropriate arrangements and confirmations are made for all external meetings/international events including, registration, materials, logistics, location, among others
• Coordinate logistical requirements for meetings and other activities

b. Office Matters and Correspondence

• Prepare a list of all incoming documents and ensure office filing systems and records are organized and updated.
• Review all incoming documents and mail and distribute to concerned staff, as applicable; or bring to the attention of supervisors, as necessary.
• Perform standard activities such as maintaining office supplies, being attendance coordinator, focal person in work areas.
• Prepare presentations, tables and charts for reports; and edit, layout and submit documents for supervising staff, consistent with ADB format and templates;
• Retrieve documents and data for reports; and
• Ensure follow-up of specific queries.

c. Internal and External Client Coordination and Communication

• Deliver efficient administrative services by properly screening incoming calls, taking accurate messages, and handling client queries to ensure they are promptly referred to the appropriate staff;
• Welcome visitors and ensure they are properly greeted and escorted to their meetings. For unexpected visitors, promptly refer them to the appropriate staff;
• Maintain a directory of external contacts by recording business card information; and
• Collaborate with ADB staff and internal and external clients and other stakeholders, as required

d. Others

• Operate specific ADB online systems.
• Relieve other Operations Assistants.
• Perform other tasks as may be required and as reflected in the workplan.

Qualifications

You will need:

• Bachelor’s degree
• At least 5 years work experience
• Good computer skills and memo composition and editing skills
• Ability to manage priorities and workload within general schedule of work, instructions and standardized practices
• Ability to foresee response and implication of own outputs, and to undertake tasks efficiently
• Ability to collaborate with teams as a constructive team member
• Ability to work with individuals from different cultural/national backgrounds
• Good analytical thinking with ability to make simple causal links, pro-and-con lists and analyses to reach a decision
• Good interpersonal and communication skills
• Ability to maintain composure under pressure
• Proficiency in written and verbal English

Please refer to the link for ADB Competency Framework for Administrative Staff Level 4.

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB’s standards and comparator markets, taking into account your qualifications and experience.

• Paid leave (including parental)
• Medical and health benefits
• Life and other insurance plans
• Staff development
• Retirement plan
• Housing and education allowance (if applicable)
• Expatriate benefits (for international staff)

Additional Information

ADB will be rolling-out a new job grading structure on 1 January 2025, which may result in a change of the position grade and title with no change in the terms of reference. By proceeding with your application, you acknowledge and accept the possibility of such changes resulting from the new job grading structure.

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).

This is a fixed term appointment with option to renew for an initial period of ( ) years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. At the end of the initial period, this appointment may be renewed for a period of up to three years, or not renewed. There is no limit on the number of renewals. This appointment is open to internal and external applicants.

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 69 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 our Strategy 2030.

ADB only hires nationals of its 69 members.

To view ADB Organizational Chart, please click here.

ADB wants 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.

Visit ADB Careers FAQ for more information.

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