Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.
ADB only hires nationals of its 68 members.
The position is assigned in the Human and Social Development Division (SAHS) within the South Asia Department (SARD) in ADB HQ. SARD is responsible for providing leadership innovation, lending, project implementation and knowledge sharing for ADB’s sector and thematic work that covers operations in Bangladesh, Bhutan, India, Maldives, Nepal, and Sri Lanka. SAHS is responsible for social sector support including interventions in education, health and other social services.
To view ADB Organizational Chart, please click here.
The Senior Operations Assistant performs full administrative services for the Director of SAHS and helps coordinate administrative and operational activities for the division. The incumbent will report to designated international staff (IS) and senior national staff (NS).
• Under the guidance of the Director and in coordination with mission leaders, monitors the sovereign project operations (eOperations) database for loan and technical assistance (TA) projects under processing, and helps ensure that Board documents (reports and recommendation of the president, technical assistance reports, project and technical assistance completion reports) are in accordance with the latest ADB template and Handbook of Style and Usage and meet the requirements of processing guidelines and policies. Assists the National Officer and serves as SAHS quality-at-entry (QAE) alternate focal for project processing.
• Assists in the administration of TA projects, as assigned, from the selection process of TA consultants, processing of claims, processing of contract variations, and preparation of TA completion reports.
• Ensures that all correspondence and documents for supervisor are correctly prepared in compliance with ADB’s standards. Independently composes and sends out routine letters, carefully checks all documents submitted for approval of the supervisors. Drafts more complex correspondence for supervisor’s approval.
• Ensures that all incoming mail are logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing correspondences are delivered on time and an effective filing system is maintained in SAHS.
• Provides efficient administrative 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.
• Supports SAHS operations and serves as budget coordinator (for representation and overtime), attendance coordinator, eOperations Focal etc.
• Ensures that there is effective coordination of work and workload among the Operations Assistants and effective proactive planning to tackle the heavy processing and administration, and knowledge work workload in the division. May relieve other Operations Assistants as directed.
• Assists in the application/interpretation of work procedures, guidelines and formats to Operations Assistants and Administrative Assistants.
• Coordinates various activities i.e., regular division meetings, division communication efforts, newsletters, etc. to ensure that Directors’ instructions are passed onto the concerned staff.
• 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.
• 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 to meet deadlines.
• As a suppliers custodian, performs certain standard activities such as maintaining adequate stocks of office supplies as required; manage inventories, allocation, and requirements for the division.
• Ensures that all logistics and program details for the annual divisional team building retreat, and the actual running of the retreat is effectively undertaken and completed.
Relevant Experience & Requirements
• Bachelor’s degree in relevant fields.
• At least 5 years of relevant professional experience.
• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations
• Excellent command of English for written and oral communications
• Good coordination and interpersonal skills
• Ability to coordinate proper distribution of tasks among other administrative assistants
• Ability to work with individuals from different cultural/national backgrounds
• Ability to quickly understand of the role and function of the division/office/department and a good general understanding of the organization’s purpose
• Ability to quickly grasp 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.
• Please refer to the link for ADB Competency Framework for Administrative Staff level 5.
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.
ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.
Please note that the actual level and salary will be based on qualifications of the selected candidate.