Operations Assistant

Asian Development Bank(ADB), Suva, Fiji

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
16th June, 2015


Job Description

Job Purpose

  • To assist in reception services, switchboard operations, handling of documents; provide support to visiting missions and to the Finance & Administration Unit staff; and provide backup support to the Programs Assistant and Operations Assistants in the resident mission (RM).

Expected Outcomes

Reception

  • Receives visitors to SPSO by obtaining clearance from ADB personnel concerned, guides visitors to the appropriate Officer or waiting area, and maintains a log of all visitors.
  • Ensures that visiting dignitaries and other visitors with special requirements are received with appropriate protocol and that the host is notified of their arrival.
  • Ensures that visitors are properly screened.
  • Answers the telephone, forwards calls to appropriate staff and takes messages when staff are not available.
  • Attends to the switchboard and assists in telecommunications and related matters.
  • Receives and logs all documents received from outside sources.
  • Checks and verifies bills before payment by the Finance & Administration Unit staff.
  • Prepares and sends documents for dispatch and logs the same.
  • Maintains a list of contacts in SPSO’s 6 countries.
  • Liaises and coordinates with internal and external contacts, in order to resolve non-standard queries and problems and to obtain non-standard information relevant to assigned work.

Office Administration

  • Acts as Leave/Attendance Coordinator.
  • Coordinates schedule and use of meeting rooms for staff.
  • Assists with other routine clerical work, such as typing, photocopying, etc. Ensures that all correspondence and documents are correctly typed, prepared and submitted on time, in compliance with ADB standards.
  • Supports staff with their filing, in accordance with the existing framework.

Assistance to Visiting Missions

  • Provides administrative support to visiting missions including printing, photocopying, assisting with meeting arrangements and schedules, etc.
  • Maintains lists of incoming and outgoing missions to SPSO’s 6 countries.
  • Edits and updates the mission guidelines as per the instruction of the Regional Director/Senior Finance and Administration Officer.

Others

  • Provides backup support to the Senior Programs Assistant and Operations Assistants in SPSO.
  • Performs any other duties, to support the office, as required by the Regional Director/Senior Finance and Administration Officer, and as reflected in the incumbent’s workplan.

Education Requirements

  • Bachelor’s degree or equivalent professional and/or academic qualification.

Work Experience

  • At least 5 years relevant experience in reception/switchboard work and general office administration.

Technical Knowledge

  • Comprehensive knowledge of procedures of the relevant work areas.
  • Good command of written and spoken English.
  • Familiarity with local languages and institutions.
  • Proficiency in the use of technology packages (common word-processing, spreadsheets, and graphics, PowerPoint and web-browsing and search engines).

People and Leadership Skills

  • Able to work in a multicultural environment
  • Able to work effectively and collaboratively in a team-oriented environment.
  • Able to take initiative and work proactively.
  • Flexible/willing to perform a variety of tasks and expand the scope of work and responsibilities as needed.
  • Excellent interpersonal and communication skills

 


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