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).
This vacancy is a local staff position. It is open only to nationals and residents of Mongolia.
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 Mongolia Resident Mission (MNRM) within the East Asia Department (EARD), which is responsible for maintaining relationships and delivering ADB assistance to the developing member countries of Mongolia and the People’s Republic of China. MNRM provides the primary operational link between ADB and the government, private-sector, civil-society stakeholders, and with other multilateral and bilateral development agencies and other sources of development finance in its activities. MNRM engages in policy dialogue and acts as a knowledge base on development issues in Mongolia.
To view ADB Organizational Chart, please click here.
The Senior Project Assistant will provide hands-on support on operational, project and administrative requirements, coordinate administrative activities for the assigned teams, perform specific project related requirements including analyst support for non-complex technical assistance projects, full reviews of safeguard reports of lower risk projects and other standard activities as may be directed by supervisor. The incumbent will report to designated international staff and senior national staff.
Work independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisor(s) (International Staff and/or senior National Staff):
Programming, project processing and administration
- Ensures the assigned programming, project processing and administration documents are processed following the existing procedures and in compliance with ADB’s standards
- Timely and accurate preparation of relevant memoranda, correspondences, meeting minutes and other relevant programming and project documents
- Coordinates with relevant departments for reviews and meetings, follows up and gives prompt feedback on assigned tasks
- Ensures project and technical assistance (TA) compliance with e-Operations and other IT/system enhancements
- Ensures that the project and TA processing timeline is monitored properly to be able to achieve the projected Board date
- Ensures a complete filing (electronic and physical) of all documentation for assigned projects and timely disposal of retired files
- Acts as analyst for several non-complex technical assistance projects, administers consultant contracts, processes claims and contract variations, assists in preparation of TA completion reports
- Provides hands-on support on environmental and social safeguards, conducts full reviews of safeguard reports of lower risk projects
- Joins project processing and administrative field missions, assists project teams in meeting arrangements, translations, interpretations
- Provides guidance and support to operations assistants in their work as project assistants, serving as the first port of call for operations assistants in this regard
- Assists in the preparation and implementation of quarterly and annual country portfolio review meetings
- Ensures the office filing systems (electronic and physical) and records are properly maintained and updated in accordance with an existing framework for easy retrieval
- Liaises with relevant counterparts to facilitate fielding of missions (both virtual and physical) from HQ and MNRM. The tasks include effective handling of visa issuance requests, follow up on mission concurrences, arranging meetings with various counterparts, assistance with mission logistics, etc.
- Provides the full range of administrative support in relation to project organized activities (virtual and physical), including international and/or domestic travel arrangements, workshops logistics, outsourcing of services, liquidation of advances, prescreening of documentation, etc.
- Retrieves files/documents, prepares tables and charts for reports, prints, photocopies, and does any other routine office administrative functions, as may be required
- Relieves other analysts and assistants when they are absent, as required
- When required, provides backup support in exercising administrative coordination and support with oversight from the Country Director or a more senior team leader
- Performs other duties as may be assigned by supervisors and reflected in the incumbent’s workplan
Relevant Experience & Requirements
- Bachelor’s degree in business administration or a relevant discipline –
- At least 5 years relevant work experience; preferably with experience in an international development organization
- Good memo composition and editing skills. Good computer skills with sound knowledge of commonly used application software
- Familiar with internet search engines and able to undertake background search on well-defined tasks
- Application of expertise within wide range of office general administration
- Proven ability to handle multiple tasks under tight schedules, strong commitment and accountability
- Able to liaise and work effectively with government officials and colleagues managing priorities and workload
- Demonstrates proactive, transparent work approach prioritizing outreach, information sharing, and collaborative teamwork
- Strong interpersonal and communication skills, able to work constructively in diverse teams Familiar with local institutions and public structures
- Excellent command of written and verbal English and Mongolian
- Please refer to the link for ADB Competency Framework for Administrative Staff levels to 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.