As a Senior Operations Assistant, you will provide administrative and operational support services for NGOC’s administrative activities, collect and consolidate information across the division for analytical purposes, and coordinate matters relating to division activities.
Administrative support. Support the NGOC team by ensuring smooth running of the team’s administration such as correspondence and documents, planning and administration of work planning and budgeting for NGOC. Prepare/generate leave status reports/monthly activities of NGOC staff. Format and finalize Back-To-Office reports and distribution. Maintain team calendars (for staff and for knowledge events). Help onboard staff/consultants. Fill out requests for information technology needs, office furniture, equipment, office supplies and services for NGOC staff. Support NGOC team with travel and logistics assigned by supervisor. Maintain and coordinate office supplies. Provide back-up support to CCFE and NGOC’s administrative and analyst staff as required. Provide other secretarial support to the team as requested.
Assist team in document preparation. Support team to ensure formats, ADB styles, and templates on policies and strategies, and collating documents such as briefing notes, annual reports, and Annual Meeting related documents such as Civil Society Concerns Paper and senior management briefing notes. Contribute to preparation of knowledge products (briefing and technical notes, all newsletters, good practices, and issues papers). Coordinate with the communications department on publication of knowledge materials.
Monitor and Track NGOC’s Support to Operations. Keep track of NGOC’s participation and level of engagement in country partnership strategies, policies, and projects. Track and monitor NGOC’s contribution to comments matrixes from departments/offices.
Arrange logistics. Coordinate/schedule meetings, assist in preparing meeting materials, and draft meeting minutes. Maintain NGOC files and support the team in files management.
Coordination of information flow. Coordinate and disseminate material to ADB's Civil Society Organization (CSO) Network, CCFE, CCSD front office, and other staff. Create and maintain a calendar of NGOC’s knowledge dissemination activities. Manage the flow of project documents for NGOC commenting. Coordinate with other departments/offices to ensure timely release of knowledge products and supports dissemination efforts. Ensure all correspondence and documents for signature comply with ADB format and standards. Ensure all incoming mail and documents are logged, correctly assigned to staff and distributed on a timely basis, and that outgoing mail is delivered on time; monitor and check the flow of documents for effective monitoring of NGOC deadlines. Monitor staff calendars to ensure smooth activities coordination, schedules and arrangement for NGOC meetings, and prepare meeting minutes. Ensure that the team calendar is regularly updated for NGOC activities and reflects accurate flow of information.
Back up for Analyst on Contracting. Coordinate with the analyst on consultants’ logistics as needed. Coordinate and assist in the technical assistance (TAs) / staff consultancy (SC) processing, consultant recruitment and coordinate with NGOC staff to ensure project processing information system (PPIS) updating. Check regularly TA performance report (TAPR) and TA information system (TAIS) database for progress on TA under implementation.
Provide overall assistance in organizing consultations, training programs, conferences and workshops, e.g., (i) prepare briefing and presentation materials; (ii) arrange logistics for knowledge dissemination activities; and (iii) assist in documenting proceedings of such meetings.
Qualifications
You will need:
Bachelor’s degree in social science, business administration, information technology, or relevant fields.
At least 5 years work experience in development sector work.
Written and verbal proficiency in English
Excellent typing skills.
Advanced computer skills with sound knowledge of common word-processing, spreadsheets, databases, and graphics software used in multilateral organizations; familiarity with computer system used generally 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 in the engagement of the NGO and civil society
Good working knowledge of procedures, formats and standards relevant in the performance of assigned work in similar organizations.
Ability to work with minimum supervision and exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
