Senior Operations Assistant

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Description

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The position of Senior Operations Assistant is assigned to the Water and Urban Development (WUD) Sector Office within the Sectors Group. The WUD Sector Office was established to deliver impactful sector policy dialogues, initiatives, and solutions that advance ADB’s strategic agenda in the region and with ADB’s clients in the water and urban development sector. The WUD Sector Office has three responsibilities: (i) conceptualize, process, and administer loan/grant and technical assistance (TA) operations and deliver knowledge services to clients; (ii) support resident missions in their country engagement, lead technical work on sector diagnostics and country sector road maps, and contribute to business development efforts; and (iii) ensure ADB’s technical leadership externally and internally.

The WUD Sector Office has five teams: (i) regional sector team for Central, West, and East Asia region; (ii) regional sector team for Pacific countries and Southeast Asia region; (iii) regional sector team for South Asia region; (iv) practice sector team for emerging areas; and (v) practice sector team for strategy and partnerships.

You will be based at our Headquarters in Manila, Philippines.

You will report to the designated International Staff (IS) and senior National staff (NS).

As a Senior Operations Assistant, you will provide operational support to SG-WUD activities in project administration, project processing activities related to loans and TA, database management, and knowledge management

You will:

• Prepare and log correspondence and documents for supervisor following set standards. Independently compose and send out routine letters, carefully check documents submitted for approval of the supervisor. Ensure that all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, that outgoing communication are delivered on time, and an effective filing system is maintained in WUD Sharepoint site.
• Ensure the effective coordination of supervisor’s schedule by maintaining calendar and arranging appointments, meetings, travel, and accommodation as specified by the supervisor and in accordance with ADB procedures.
• Ensure accurate updating of event’s database, including knowledge dissemination activities.
• Support the preparation of necessary loan/grant and technical assistance (TA) documents (concept note, Reports and Recommendation of the President, TA reports, Project and TA Completion Reports) and ensure that these documents are in accordance with the latest ADB template and Handbook of Style and Usage and procedures. Coordinate and monitor the team’s TAs under processing and coordinate with other staff to ensure eOps/SovOps updating.
• Coordinate and monitor milestone processing events of assigned loan/grant/TAs and report any delay in the processing of these documents to supervisors.
• Support the programming, processing and administration of TAs and/or loan/grant projects such as selection of consultants, processing of claims, contract variations, internal memos and preparation of TA and Project Completion Reports, and Back-to-Office Reports under the guidance of the international staff and/or project officer.
• Regularly check the eOps/SovOps and Integrated Disbursement System for progress on TA, loan, and grant under implementation.
• Using available IT tools and ADB apps, collect, compile, and analyze relevant information and data related to the team/office/department to produce routine and/or ad hoc statistics/reports as instructed.
• Provide support in mission preparation in accordance with ADB procedures.
• Ensure accurate updating of relevant databases, and support event organization and knowledge management including communication, internally and externally.
• Support knowledge management activities.
• Provide back-up support to other operations assistants in the latter’s absence or relieve other operations assistant, as necessary.
• Provide assistance on the application/interpretation of work procedures, guidelines, and formats to other junior operations assistants.
• Perform other duties that may be assigned by the supervisor.

Qualifications

You will need:

• Bachelor’s degree in finance, engineering, business administration, urban planning, economics, public administration, or related disciplines.
• At least 5 years relevant professional experience, preferably in multilateral organizations.
• Advanced computer skills with sound knowledge of common word-processing and spreadsheets, and preferably with business intelligence, artificial intelligence applications, and familiarity with computer system used generally in ADB and similar multilateral development banks, and proficiency with computer-based applications.
• Good interpersonal and cross-cultural skills.
• Preferably with sound understanding of ADB and similar multilateral development banks procedures and practices related to TA and loan/grant project processing and administration, including safeguards compliance.
• Excellent oral, written and digital communication skills in English.
• Please refer to the link for the ADB Competency Framework for TL2.

Source: https://www.adb.org/careers/250031

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