Senior Operations Assistant - Asian Development Bank - Uzbekistan

Uzbekistan Resident Mission, Central and West Asia Department

Closing Date: 3 December 2012 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To perform full range of operational and administrative support duties for Country Director (CD) and Uzbekistan Resident Mission (URM), including inter-/intra-agency liaison and coordination, general office administration and management support, database management, document preparation, and other functions as required in support of URM activities and operations

Expected Outcomes

Inter- and Intra-agency Liaison and Coordination and Intra-office Communication

Maintains liaison with government authorities and agencies, development partners and other stakeholders, and ADB HQ to support and facilitate operations coordination, client and stakeholder relations, and general external relations
Assists office-wide activities, including senior visits from HQ and major events involving ADB at the institution level, as the URM focal or key liaison as appropriate
Ensures intra-office communications within URM, including dissemination of guiding information, both from within URM and from HQ, among the URM team members

General Office Administration and Management Support

Ensures proper and timely logging, distribution, and dispatch/delivery of incoming and outgoing communications.
Provides efficient reception services, including call handling and message taking, in a manner in accordance with appropriate protocol, to facilitate further actions by concerned staff as appropriate
Handles meeting and event schedule for CD and URM, makes necessary arrangements, including logistics, as required, and communicates with CD and concerned staff as appropriate to facilitate schedule management
Prepares / produces briefing and supporting materials for meetings attended by CD
Assists CD in business travel arrangements, including document preparation, logistics arrangements, inter-/intra-office coordination, and post-mission accounting activities
Organizes representation and other official events and activities
Serves as the attendance coordinator.
Database Management

Ensures the CD office filing systems are set up appropriately in accordance with ADB’s institutional standards and requirements, and maintained and updated for proper record and reference
Document Preparation

Ensures that correspondence and documents from URM are prepared correctly and to the ADB standards and requirements, and submitted on time
Provides translation to/from the English language as required
Drafts routine correspondence and formats documents as required
Others
Performs other duties as may be required in support of URM activities and operations

Educational Requirements:

• Bachelor’s degree

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant professional experience
Technical knowledge
- Good computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in ADB

• Good understanding of the role and function of the office and a good general understanding of the organization’s purpose

- Able to work with individuals from different cultural/national backgrounds; good interpersonal and communication skills
- Able to maintain composure under pressure
- Good command of written and spoken English

People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member

Core Competencies:

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

• Supervisor: Country Director

Important Instructions

This vacancy is for a local staff position wuth local remuneration package. It is only open to nationals and residents of Uzbekistan.

To apply for this position, please click here