Operations Assistant - Asian Development Bank

Reference #: ADB-HR-13-0237

Position Title: Operations Assistant

Department: Operations Services and Financial Management Department

Division: Operations Management Unit, OSFMD

Location: Manila, Philippines

Recruitment Type: National and Administrative

Date Posted: 15 April 2013

Closing Date: 29 April 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To provide administrative support services for various activities related to capacity development and training activities.

Expected Outcomes

General Administration
- Provides support for Operations Management Unit’s (OSOM) capacity development program. Maintains all records of OSOM related to capacity development and trainings and provides related support services. Coordinates activities for the assigned work unit with specific responsibilities for composing and sending out routine correspondence and drafting correspondence on more complex issues in accordance with supervisors' instruction. Assists in drafting flowcharts, organizational structures, and slides for presentations.
- Ensures capacity development records are properly maintained and updated in accordance with an existing framework for easy retrieval. Performs certain standard activities such as maintaining adequate stocks of office supplies related to the trainings, as required.
- Provides efficient client services by dealing with queries from internal/external callers related to trainings and other capacity development initiatives to ensure they are referred in a timely manner to concerned staff.
Support for Capacity Development and Knowledge Sharing
- Assists in organizing and preparing materials for in-house, country and regional seminars, Project Implementation and Administration, results-focused project design and management, procurement clinics and any other capacity development events. Specific tasks include, organizing inputs and preparing audio-visual aid and presentations, analyzing relevant information and data related to the countries' project portfolio status and project pipeline to be used as examples or case studies.
- Assists in organizing with the regional departments for coordinating with borrowers' executing agencies and resident missions in relation to the capacity development seminars and/or clinics to be held in their countries.
- Helps prepare yearly training calendar for OSOM’s capacity development team and ensures updating and wider dissemination to all stakeholders.
- Serves as seminar assistant for knowledge sharing events held in different countries by preparing materials required by resource speakers prior to mission dates, coordinating venues, seminar schedules, guest speakers, list of participants, and speakers; organizing receptions; and distributing seminar allowances as required.
- Provides support on arrangements for seminars – venue, hotel bookings, visa requirements, payment of per diem, insurance coverage, news release, photo coverage, city tours, social events, etc.
- Packages all seminar training materials and dispatches to seminar location, and ensures that materials are complete and delivered well ahead of time.
- Maintains a tolling budget for expenditure against the relevant Regional Technical Assistance.
- Liquidates all advances in full with approval from Controller’s Department.
- Prepares information briefs, brochures and flyers as required by the capacity development team.
- Assists in updating and maintenance of Operations Services and Financial Management Department (OSFMD) intranet as required.
- Is responsible for consolidating and dispatching OSFMD’s weekly newsletter.
- Assists, in coordination with other departments, all activities related to Community of Practice – Operations and in logistical arrangements for CoP events.
Others
- Performs other duties as may be assigned and reflected in the incumbent’s workplan.

Educational Requirements:

- Bachelor’s degree, preferably in development studies, business administration or economics

Relevant Experience And Other Requirements:

Work experience
- 3-5 years of relevant professional experience
Technical knowledge
- Relevant experience in the administration and scheduling of professional training courses held internationally would be preferable
- Good typing skills

• Good knowledge on ADB-adopted computer applications (e.g., MS Word, Windows, Excel, PowerPoint and/or desktop publishing skills, Lotus Notes, Internet and other Graphic applications are essential)
• Good knowledge of ADB policies and procedures and administrative functions related to project administration procedures, including Project Performance Reports
• Able to manage priorities and workload within general schedule of work, instructions, and standardized practices

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
- Able to work with individuals from different cultural/national backgrounds
- Excellent command of written and spoken English

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: Designated International Staff and senior National Staff

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