Join Our Mission to Foster Prosperity in Asia

Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Senior Operations Assistant is assigned to the Office of the Director General, EARD (EAOD) within the East Asia Department (EARD). You will be based at our Headquarters in Manila, Philippines.

EARD is responsible for relationships concerning ADB operations with developing member countries in the East Asia subregion, with other multilateral and bilateral development agencies and other key stakeholders on matters relating to the subregion. EAOD provides overall coordinating assistance to the EARD Regional Management Team; in terms of development of country strategies and work programs, programming of loan, grant and technical assistance projects, portfolio monitoring, coordinating high level knowledge work, coordinating with other ADB departments including regional cooperation and integration and private sector development, and coordinating with external development partners, and overseeing operations of ADB’s resident missions in the People’s Republic of China and Mongolia.

You will report to Advisor, EAOD and designated international staff (IS) and senior national staff (NS).

Your Role

As a Senior Operations Assistant, you will perform a full range of secretarial duties for international staff and coordinate knowledge dissemination activities, database management, and other administrative activities for the assigned units.

You will:

• Ensure that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB’s standards. Independently compose and send out routine letters.
• Draft more complex correspondence for signature of supervisors.
• Ensure all the incoming documents are logged, properly distributed and brought to the attention of concerned staff, and that all outgoing documents are delivered on time.
• Provide efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.
• Ensure the effective coordination of supervisors’ schedules by maintaining their calendars and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.
• Ensure the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Help ensure that Board documents (reports and recommendation of the President, technical assistance (TA) reports, project and TA completion reports) are in accordance with the latest ADB template and Handbook of Style and Usage. Coordinate and monitor the EAOD’s TAs under processing and coordinate with other staff to ensure updating milestone events of firm and standby loan and TA projects under processing and programmed in the Oracle-based eOperations (eOps) and SovOps.
• Assist in the administration of TA projects from the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports. Check regularly TA performance report in the eOps, SovOps and Integrated Disbursement System (IDS) for progress on TA under implementation. Collect, compile and analyze relevant information and data related to the division to produce routine and/or ad hoc statistics/reports as instructed.
• Supports East Asia Department (EARD) Knowledge Management Unit to facilitate knowledge management activities. Create and maintain a calendar of the division’s knowledge dissemination activities.
• Assist in the administration of knowledge TA projects including the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports. Check regularly TA performance report (TAPR) and IDS for progress on TA under implementation.
• Coordinate the various activities such as meeting arrangements of a division/office/department to ensure that the supervisor’s instructions are passed onto the concerned staff.
• Collect, compile and analyze relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed including K-Nexus and SharePoint sites.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree in relevant fields.
• At least 5 years of relevant professional experience.
• Good computer skills in MS Office applications (Word, Excel and Power Point), and ability to quickly understand Oracle applications (eOperations [eOps], SovOps, Consultant Management System [CMS], and ADB Operations Dashboard), and ADB’s IDS, and other software products.
• Ability to liaise and work effectively with staff within own work location and remotely with individuals and Project Management Offices from different cultural/national backgrounds.
• Good analytical thinking.
• Ability to set priorities and manage workload.
• Ability to work collaboratively with teams as a constructive team member.
• Excellent written and verbal communication skills in English
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 5.

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB’s standards and comparator markets, taking into account your qualifications and experience.

· Paid leave (including parental)

· Medical and health benefits

· Life and other insurance plans

· Staff development

· Retirement plan

· Housing and education allowance (if applicable)

· Expatriate benefits (for international staff)

Additional Information

This is a fixed term appointment with option to renew for an initial period of three (3) years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and

Appointment’). This appointment is not convertible to a regular appointment. At the end of the initial period, this appointment may be renewed for a period of up to three

years, or not renewed. There is no limit on the number of renewals. This appointment is open to internal and external applicants.

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

To view ADB Organizational Chart, please click here.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.