Operations Assistant - Asian Development Bank

Reference #: ADB-HR-13-0250

Position Title: Operations Assistant

Department: Southeast Asia Department

Division: Public Management, Financial Sector, & Trade Division, SERD

Location: Manila, Philippines

Recruitment Type: National and Administrative

Closing Date: 6 May 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

Performs a full range of secretarial duties for two to three international staff. Coordinates administrative activities for the assigned units.

Expected Outcomes

Mail/Written Communication/Follow-up
Ensures that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB's standards.
Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that all outgoing mails/faxes are delivered on time.

Oral Communications/Internal & External Contacts
Provides 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.
Project Processing
Ensures all documents are processed following the existing procedures.
Ensures compliance with e-Operations and other IT/system enhancements being used within ADB.
Ensures proper coordination with relevant departments for reviews and meetings so that relevant and appropriate information are passed on promptly or referred to other concerned staff.
Prepares relevant memoranda, correspondences, minutes of the meeting and other relevant project documents in timely and accurate manner, without missing or incorrect attachments/information.
Ensures that the processing timeline is monitored properly to be able to achieve the projected Board date.
Calendar/Travel
Ensures the effective coordination of supervisors' schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.
Office Administration
Ensures the office filing systems and 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 as required.
Relieves other Operations Assistants when they are absent, as required.
Others
Performs any other duties as may be required and reflected in the incumbent’s workplan, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, etc.

Educational Requirements:

• Bachelor’s degree

Relevant Experience And Other Requirements:

Work experience

• 3-5 years of relevant professional experience

Technical knowledge

• Working knowledge of assigned area
• Good typing skills. Good memo composition and editing skills. Good computer skills. Familiar with computer systems used generally in multilateral organizations

People and leadership skills

• Able to liaise and work effectively with staff within own work location
• Able to interact in a professional manner with ADB stakeholders, i.e. ADB staff and Government officials.
• Strong interpersonal skills; able to develop rapport internally and externally in a multilateral environment.
• Able to work collaboratively with teams as a constructive team member
• Strong oral and written communication skills in 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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