Deadline: 22 September 2015
The Asian Development Bank (ADB) is currently inviting applications from the eligible applicants for the post of Senior Operations Assistant based in Manila, Philippines.
ADB has been driven by an inspiration and dedication to improving people’s lives in Asia and the Pacific.
Key Job Responsibilities
The Senior Operations Assistant will perform the following functions-
- 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. Ensures that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.
- Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing the nature and priority of requirements of unexpected visitors to ensure that they are routed in a timely manner to the concerned staff.
- 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.
- Ensures that office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
- Tracks the flow of documents with the use of database for effective monitoring.
- Acts as coordinator for Leave Administration System (LVAD) for attendance monitoring. Act as eOps division coordinator and alternate Time Management System (TMS) coordinator.
- Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff and operations assistants.
- May relieve other Senior Operations Assistants/Executive Assistants as directed.
- Performs certain standard activities such as maintaining adequate stocks of office supplies as required.
- Assists in preparing and monitoring the division’s budget allocation for business travel, staff consultancy, representation and overtime.
- Handles the preparation of the Mission Authorization Requests (MARs) and requests for representation for the division. Manages the division’s spot awards and retreat budget.
- Coordinates the various activities such as meeting arrangements for the division/office/ department.
- Updates and monitors the Department’s regional technical assistance (RETA) processing milestones/pipelines.
- Collects, compiles and analyzes relevant information and data related to the division/office/department to produce routine and/or ad hoc statistics/reports as instructed.
- Performs other duties as may be assigned and reflected in the incumbent’s workplan.
Eligibility Criteria
Applicants must have-
- Bachelor’s degree.
- At least 5 years of relevant professional experience.
- Excellent typing skills.
- Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations.
- Good coordination and interpersonal skills.
- Able to coordinate proper distribution of tasks among other operations assistants.
- 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.
- Good working knowledge of procedures, formats and standards relevant in the performance of work.
- Ability to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor’s absence.
How to Apply
Applications must be submitted through online process.
For more information, please visit ADB.
