(Senior) Operations/Project Assistant

Job Vacancy | Tuesday, December 3, 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 positions, (Senior) Operations/Project Assistant are assigned to the Public Sector Management and Governance Sector Office (SG-PSMG) within the Sector Group (SG). The Sectors Group is a single operational group comprising seven sector offices that aims to deliver impactful sector strategy, initiatives, and integrated solutions that advance ADB’s strategic agenda in the region and with ADB’s clients. The Sectors Group delivers or supports the delivery of sovereign and non-sovereign, and advisory operations, and knowledge services, supports regional departments (RD) and resident mission (RM) in engaging with Developing Member Countries (DMCs), and ensures ADB’s technical leadership externally and internally. PSMG is responsible for policy development and dialogue, knowledge management, project quality assurance, sector analytic work, and loan and technical assistance processing and administration in the public management, public finance, trade, and governance sectors.

You will be based at our Headquarters in Manila, Philippines and will report to designated International Staff and senior National Staff.

Your Role

As a (Senior) Operations/ Project Assistant, you will provide administrative and operational support by coordinating administrative activities for the sector office and provide operational support in project administration, project processing activities related to loans and TA, database management, and knowledge management.

You will:

• Help prepare necessary loan/grant and technical assistance (TA) documents (concept note, Reports and Recommendation of the President, TA reports, Project and TA Completion Reports) and ensure that these documents follow the latest ADB template and Handbook of Style and Usage and procedures. Coordinate and monitor the team’s TAs under processing and coordinate with other staff to ensure eOps/SovOps updating.
• Coordinate and monitor milestone processing events of assigned loan/grant/TAs and report any delay in the processing of these documents to supervisors.
• Support the programming, processing and administration of TAs and loan/grant projects such as selection of consultants, processing of claims, contract variations, internal memos and preparation of TA and Project Completion Reports, and Back-to-Office Reports under the guidance of the international staff and project officer
• Use available IT tools and ADB apps, collect, compile, and analyze relevant information related to the team/office/department to produce routine and ad hoc statistics/reports as instructed.
• Ensures that all incoming and outgoing correspondence (emails, mail, official documents etc.) is timely distributed and assigned to respective people for reviews.
• Screens external and internal calls and answer queries
• Ensure the efficient coordination of supervisor’s calendar and arranging appointments, meetings, travel, and accommodation as specified by the supervisors and observing ADB procedures.·
• Ensure that all documents are processed following existing procedures and guidelines, coordinate review of project documents with relevant units promptly, and monitor processing timelines to meet planned approval dates.·
• Provide back-up support to other project/ operations assistants in the latter’s absence or relieve other project/ operations assistant
• Maintains adequate stock of office supplies as required
• Perform other responsibilities as may be assigned and reflected in the your workplan.

Qualifications

You will need:

• Bachelor’s degree.
• At least 5 years of relevant professional experience.
• Excellent typing skills. Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations.
• Good coordination and interpersonal skills
• Skill in coordinating proper distribution of tasks among other operations assistants.
• Skill in working with individuals from different cultural/national backgrounds
• Experience with the role and function of the division/office/department and a good general understanding of our purpose
• Good knowledge of procedures, formats and standards relevant in the performance of work
• Skill in exercising judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor’s absence
• Skill in liaising and working with staff within own work location
• Skill in working collaboratively with teams as a constructive team member
• Excellent oral and written skills in English
• Please refer to the links for ADB Competency Framework for Administrative Staff levels 4 and 5.

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)

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 all changes resulting from the new job grading structure.

This is a fixed term appointment with option to renew for an initial period of three (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. 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.

1) Multiple positions at various levels may be filled from this opening.

2) Actual position title and level will be based on your qualifications, experience and job scope that will be assigned to the selected candidates.

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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