Senior Operations Assistant

Asian Development Bank

Manila, Philippines

Experience: 3 to 5 Years

Skill Required: IT and ICT

The Senior Operations Assistant will provide broad administrative support for implementation of various activities and initiatives under CCGE work plan, including calendar management, arrangement of business travel, coordination of information requests, logistics for events, and administrative support for technical assistance (TA) processing and administration. The incumbent will report to the designated International Staff and/or senior National Staff.
Responsibilities:
Administrative Assistance:
  • Manages the calendars of assigned CCGE IS supervisors and ensures the effective coordination of supervisors' schedules through efficient scheduling across offices and global time zones.
  • Provides efficient administrative services by screening incoming calls, taking accurate messages, dealing with queries from callers and visitors, coordinating and facilitating meeting requests and routine email inquiries.
  • Arranges all aspects of business travel for IS supervisors in accordance with ADB procedures.
  • Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB’s standards,
  • Ensures CCGE electronic filing systems and records are well maintained and updated in accordance with a framework for easy access and retrieval.
  • Provides backup coordination support for CCGE project assignment and internal peer review, including tracking the in/out flow of documents to ensure meeting of deadlines.
  • Performs other duties as assigned, including back-up support for other administrative staff in their absence, and extending support to the wider CCSD group as required.
  • Supports processing, coordination and supervision of various staff consultant and resource person contracts related to CCGE’s work program.
Support to Technical Assistance:
  • Supports processing of TAs, including drafting of documents, coordinating review, documenting feedback, circulating documents to secure internal approvals, tracking of processing timeline and updating status through ADB systems such as eOperations (eOps) and Management Approval System (MAS).
  • Supports CCGE TA portfolio implementation, including using the Consultant Management System (CMS), liaising with consultants, validating claims and drafting and formatting memos and reports.
Events and Knowledge Management:
  • Supports delivery of virtual and physical events, including initial planning and event promotion, liaison with speakers, event management and post-event tasks such as report-writing and uploading of presentations for dissemination and public access.
  • Coordinates event logistics and communications with the Hospitality Management Unit (Events) of the Corporate Services Department, Information Technology Department and Department of Communications and Knowledge Management (DOCK).
  • Supports publication of various CCGE knowledge products, including coordinating peer reviews, i-thenticate checks, filing of publications request and moving the manuscript through the process to formal publication, in close coordination with DOCK and service providers.
  • Supports dissemination of CCGE knowledge and communications on internal and external digital platforms, as required.
  • Performs other tasks as assigned and reflected in the incumbent’s workplan.
Qualifications:
Relevant Experience & Requirements:
  • Bachelor's degree in international development, social sciences or other relevant fields.
  • At least 5 years of relevant professional experience.
  • Excellent written and verbal communication skills in English.
  • Good IT skills, and generally familiar with IT systems especially those used by ADB
  • (e.g. Sharepoint, Outlook, Powerpoint, Excel)
  • Experience with digital communications platforms and social media.
  • Excellent organizational skills.
  • Ideally with previous exposure to Gender and Development issues.
  • Please refer to the link for ADB Competency Framework for AS5