The Operations Assistant performs a range of administrative duties for the Country Director and International Staff in support of TJRM activities and operations. He/She provides administrative support in office operation and some project administration and portfolio management activities; and performs a full range of administrative requirements, including standard activities as may be directed by supervisor. The incumbent will report to designated International Staff. Responsibilities:
Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB's standard. Responds on behalf of supervisors to straightforward/routine correspondences and drafts replies on more complex issues in accordance with guidelines. Monitors progress/status of tasks/documents requiring immediate action/attention to ensure timely completion of required action. Prepares and sends documents for dispatch and logs the same. Relieves other Senior Operations Assistant when absent to ensure all incoming mail/ are properly recorded, distributed, and brought to the attention of staff concerned, and that outgoing mail/faxes are delivered on time.
Screens incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.
Ensures the effective coordination of supervisors’ schedules by maintaining calendars and arranging appointments, meetings, travel, and accommodation as specified by supervisors in accordance with ADB procedure.
Ensures the accuracy of procurement process of various office requirement items for RM operation using ADB eProcurement.
Ensures that office filing systems and records are properly maintained and updated in accordance with the existing framework for easy retrieval.
• Assists in timely dissemination of information about ADB and its operations in the host country; assists in developing a media package, both print and multi-media for the RM, and coordinates ADB's media report and interviews in host country. Updates and prepares content of the RM website.
Assists office-wide activities, including visits of senior staff from HQ and major events involving ADB at the institutional level.
Translates documents from the national language to English and vice versa to facilitate the RM to undertake its professional work. Translates ADB news releases and press stories into the national language, as required. Coordinates and proofreads out-sourced translation. Interprets for RM seminars, meetings, interviews as may be required.
Performs any other duties as may be required and reflected in the incumbent’s workplan