Senior Operations Assistant

Reference #	ADB-HR-13-0340
Position Title:	Senior Operations Assistant
Department	East Asia Department
Division	Environment, Natural Resources & Agriculture Division, EARD
Location	Manila, Philippines
Recruitment Type	National and Administrative
Date Posted	18 June 2013
Closing Date	2 July 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To perform secretarial, administrative and operational support services for various activities of the Division including providing statistical and analytical support to project processing and administration.

Expected Outcomes

Communications/Follow-up

Ensures that all correspondence and documents for supervisor are correctly typed and prepared in compliance with ADB's standards. Independently composes and sends out routine letters. Drafts more complex correspondence for signature of supervisor.

Calendar/Travel

Ensures the effective coordination of supervisor's schedule by maintaining diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisor and in accordance with ADB procedures.

Office Administration

Provides administrative assistance to one to three International Staff.

Tracks the flow of documents with the use of database for effective monitoring to meet deadlines.

Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff.

May relieve other administrative staff as directed.

Project Processing

Assists International Staff in preparing Board documents (reports and recommendation of the president, technical assistance reports, project and technical assistance completion reports) through eOps, and ensures that the documents are in accordance with the latest ADB template and Handbook of Style and Usage. Coordinates and monitors the division's technical assistance (TAs) under processing and coordinates with other staff to ensure project processing information system (PPIS) is updated; monitors progress and status of activities of loan and TA projects under processing and downloads the reports on a regular basis for use by the international staff.

Project Administration

Assists in the administration of TA projects including the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports. Checks regularly TA performance report (TPR) and TA information system (TAIS) database for progress on TA under implementation. Joins TA review missions as needed to guide executive agency’s (EA) consultant procurement or disbursement management.

Data Analysis and Report Generation

Collects, compiles and analyzes relevant information and data related to the supervisors’ work to produce routine and/or ad hoc statistics/reports as instructed.

Knowledge Management Outputs and Activities

Supports EAER to facilitate knowledge management activities. Creates and maintains a calendar of the division's knowledge management activities.

Coordination

Coordinates the various activities such as meeting arrangements of supervisors following the supervisor's instructions.

Others

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

Educational Requirements:

• Bachelor’s degree, preferably in Economics, Finance, Business Administration or Statistics

Relevant Experience And Other Requirements:

Work experience
- At least 5 years of relevant professional experience.

Technical knowledge

• Good working knowledge of TA and loan processing procedures, ADB’s templates of loan and TA documents, eOperations system and Technical Assistant Information System (TAIS), and other software products
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations
• Able to coordinate proper distribution of tasks among other administrative staff
• Able to work with individuals from different cultural/national backgrounds
• Thorough understanding of the role and function of the division/office/department and a good general understanding of the organization's purpose
• Able to exercise judgement on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence

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
- 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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