Senior Operations Assistant

Asian Development Bank

Manila, Philippines

Experience: 3 to 5 Years

Skill Required: Accounts and Finance

The Senior Operations Assistant will provide administrative support to the Digital Technology for Development Division (CCDT) by supporting policy and strategy related work, processing, and implementation of technical assistance, and coordinating matters relating to the unit’s knowledge events and outputs. The incumbent will report to the designated International staff and senior National Staff.
Responsibilities:
Support for Thematic Group and Division Management:
  • Monitors incoming and outgoing documents, reports, emails for comments and action, updates international staff's calendar/schedule of missions, and ensures the effective coordination of supervisors' schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.
  • Prepares correspondence (e.g. communications on interdepartmental review); prepares matrix of comments received; and ensures that all correspondence and documents for supervisors are prepared in compliance with ADB's standards, and properly logged and distributed to the concerned staff.
  • Provides administrative support to CCDT.
Sector Policy Work and Project Operational Support:
  • Coordinates and monitors activities for the group work plan, digital technology for development directional guide, and other policy and strategy-related activities.
  • Supports the updating of various databases being maintained by CCDT.
  • Supports the work of the various working groups and interdepartmental communities of practice such as the DT Committee, GIS Working Group and the Working Group on Risk Assessment of Digital Technologies in ADB Operations.
TA Processing and Administration:
  • Provides administrative support in processing TAs, particularly inputting/updating information in the eOps and similar databases and monitoring processing schedule.
  • Assists in administering TAs which may include support for budget monitoring, drafting correspondences such as on supplementary financing, TA extension, consultant recruitment and administering consultants’ contracts, processing TA financial closing and completion reports, supporting TA activities, and monitoring and uploading relevant documents to eOps and similar databases.
Knowledge Management:
  • Provides support to the organization of knowledge events, both online and in person, including logistical arrangements, coordinating with participants from, inter alia, DMCs, regional and international organizations and ADB; coordinating with event suppliers, and fulfilling protocol and communications-related requirements, as needed.
  • Supports in the preparation and updating of eNewsletters, Digital Technology for Development Community Site, DevAsia, GIS Portal, and coordinating with the relevant departments for posting of activities and initiatives related to digital technology.
  • Provides support in the preparation of knowledge products, including coordinating with external suppliers, and relevant offices in ADB and ensuring that these are compliant with ADB rules.
  • Provides information/data gathering support (e.g. charts, tables, background information on persons/institutions to be met), as may be assigned, as well as updating the team Sharepoint site.
Qualifications:
Relevant Experience & Requirements:
  • Bachelor’s degree, preferably in Business Administration, Accounting, Commerce, Economics, Engineering, Management, Social Sciences or other relevant discipline
  • At least 5 years of relevant professional experience
  • Excellent written and verbal communication skills in English is required
  • Thorough understanding of the role and function of the division/office/department and a good general understanding of the organization's purpose
  • Good working knowledge of ADB's procedures, formats and standards relevant in the performance of assigned work, including the use of Sharepoint
  • Please refer to the link for ADB Competency Framework for Administrative Staff Level 5