Operations Assistant - Asian Development Bank

Reference #: ADB-HR-13-0238

Position Title: Operations Assistant

Department: East Asia Department

Division: Mongolia Resident Mission

Location: Ulaanbaatar, Mongolia

Recruitment Type: National and Administrative

Date Posted: 17 April 2013

Closing Date: 2 May 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To perform a full range of and to coordinate specific project and administrative requirements, including standard activities as may be directed by supervisor.

Expected Outcomes

Administrative Support
- Coordinates supervisors' schedules by maintaining their diaries and arranging appointments, meetings, and travel arrangements in accordance with ADB procedures;
- Drafts routine correspondence, letters, and faxes for review and clearance by supervisor; timely submits and/or distributes documents; follows up and gives prompt feedback on ongoing issues and assigned tasks;
- Liaises with relevant counterparts to facilitate fielding of missions from HQ. The tasks include effective handling of visa issuance requests, follow up on mission concurrences, arranging meetings with various counterparts, assistance with mission logistics, etc;
- Provides full range of administrative support in relation to project organized activities, including international and/or domestic travel arrangements, workshops logistics, outsourcing of services, liquidation of advances, prescreening of documentation, etc;
- Under supervisor's guidance, liaises and coordinates with internal and external contacts in order to resolve non-standard queries and problems and to obtain non-standard information relevant to assigned work;
- Other duties as may be required, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, printing, photocopying, and any other routine office administrative functions etc.

Programming, project processing and administration
- Assists with programming and/or project related work under guidance of supervisor
- Assists with logistics of project/programming missions
- Maintains files and e-Star uploads in accordance with the existing framework for easy retrieval
- Under supervisor's guidance, follows up with executing agencies (EA) on agreed items (eg. submission of financial statements, procurement documentation, withdrawal applications, etc)
- Conducts preliminary review of documentation related to project/programming (eg. consultant recruitment, procurement, etc)
- Provides timely updates and entries to various project information and management systems, including consultant recruitment systems

Others

Performs other duties as may be assigned by supervisors and reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor’s degree

Relevant Experience And Other Requirements:

Work experience
- At least 5 years relevant work experience; experience in an international development organization an advantage

Technical knowledge
- Good computer skills with sound knowledge of commonly used application software
- Familiar with internet search engines and able to undertake background search on well defined tasks
- Able to establish and maintain productive contacts with appropriate government officials, donors, executing agencies, NGOs and private sector

• Familiar with local languages and institutions

- Strong interpersonal and communication skills
- Able to work independently by managing 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
- Able to maintain composure under pressure

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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