Operations Assistant / 260920

Asian Development Bank; Philippines; On-site; PHP 700,000 - 1,000,000; Full time

Benefits offered by this job

Medical and health benefits

Paid leave

Life and other insurance plans

Job summary

Asian Development Bank in the Philippines seeks an Operations Assistant to provide operational support, coordinating activities for the division and assisting with project administration and data management. Key duties include maintaining trackers, preparing XARRs, ensuring template compliance, and supporting mission planning and stakeholder coordination.

The role requires a Bachelor’s degree, 5+ years of experience, and strong English communication.

Qualifications

• Bachelor's degree in business administration or a relevant discipline.
• At least 5 years of relevant professional experience.
• Ability to interact in a professional manner with ADB team members.
• Strong interpersonal skills; ability to develop relationship internally and externally in a multilateral environment.
• Ability to collaborate with teams as a constructive team member.
• Strong oral and written communication skills in English.
• Planning, coordination and time management skills.
• Proficient in Outlook, Word, Excel, and PowerPoint, SharePoint.
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex).

Responsibilities

• Support and coordinate inputs from the portfolio team to PSPM's trackers related to waivers, amendments and consents (WAC) requests, extended annual review reports, portfolio supervision costs, change in scope and other trackers maintained by PSPM.
• Assist in preparing Extended Annual Review Reports (XARR), including gathering project data and milestone dates.
• Ensure compliance with the latest ADB template and Handbook of Style; coordinate interdepartmental comments and internal approvals.
• Assist in the process for suspension of certain reports post-XARR and draft memos.
• Assist in project administration by processing documents and monitoring timelines to meet deadlines; support disclosures.
• Initiate workflows in CreditLens, MAS, updating eOps, NSO CRM and PSPM Masterlist.
• Assist in handover process by tagging PSPM deal teams in IT systems and noting costs in trackers.
• Assist with consultant selections and contract variations in Consultant Management System.
• Plan project-related missions and coordinate with clients; prepare briefing notes and back-to-office reports.
• Contribute to SharePoint record/file system for easy retrieval; support governance data presentations.
• Support PSPM management in organizing events and governance forums.
• Ensure completeness of portfolio documents and compliance with ADB standards.
• Provide back-up support to other operations assistants and assist IDD-related work.

Skills

Interpersonal skills

Oral and written English

Planning & time management

Team collaboration

Professional conduct

MS Office proficiency

SharePoint familiarity

Video conferencing tools (MS Teams, Z

Education

Bachelor's degree in business administration

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

MS Teams

Zoom

Webex

Job description

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a difference in the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

You will report to the designated International Staff and Senior Officer.

Your Role

As an Operations Assistant, you will provide operational support by coordinating activities for the division/team and provide support to various activities relating to project administration.

You will:

• Support and coordinate inputs from the portfolio team to PSPM's various internal trackers relating to waivers, amendments and consents (WAC) requests, extended annual review reports, portfolio supervision costs, change in scope and other trackers maintained by PSPM.
• Support the preparation of Extended Annual Review Reports (XARR), including gathering project data, approved/signed/outstanding amounts, milestone dates, mission information from available records and other basic data to be used in XARR.
• Ensure compliance with the latest ADB template and Handbook of Style and Usage and procedures. Coordinate interdepartmental comments, OSEC editing, internal approvals and monitor timely submission.
• Assist in the process for suspension of certain reports post-XARR relating to identification of relevant provisions in facility agreements, preparation of draft memos.
• Assist in project administration by ensuring all documents are processed following existing procedures and guidelines, coordinating review of project documents with relevant units in a timely manner, monitoring timelines to meet deadlines, support in timely report disclosures (e.g., safeguards reports, XARRs, Project Data Sheet).
• Assist in initiating workflows in CreditLens, Management Approval System (MAS), updating eOps, Nonsovereign Operations (NSO) Customer Relationship Management and PSPM Masterlist.
• Assist in handover process by ensuring proper tagging of PSPM deal teams in IT systems and portfolio supervision costs are noted in internal tracker.
• Assist with consultant selections and contract variations in Consultant Management System.
• Help plan project-related missions including preparations of meeting agenda and coordination with clients and stakeholders, among others; and coordinate the preparation of briefing notes, back-to-office reports, monitoring of sponsor-charged mission expenses and accounts receivables and other post-business travel requirements.
• Contribute to the implementation of record/file system of projects on SharePoint for easy retrieval of files and documents.
• Support data analysis and production of presentation decks for various PSPM governance forums and other knowledge sharing events.
• Support PSPM management team in organizing PSPM-wide activities such as staff and management meetings, retreat/ team building, strategic planning events, and other PSPM events/gatherings
• Ensure completeness of portfolio documents and compliance with ADB standards.
• Provide support in coordinating meetings with internal and external clients and other stakeholders.
• Provide back-up support to other operations assistants, as necessary.
• Assist / undertake IDD related work on clients.
• Perform any other administrative or any other duties as may be required.

Qualifications

You will need:

• Bachelor's degree in business administration or a relevant discipline.
• At least 5 years of relevant professional experience.
• Ability to interact in a professional manner with ADB team members.
• Strong interpersonal skills; ability to develop relationship internally and externally in a multilateral environment.
• Ability to collaborate with teams as a constructive team member.
• Strong oral and written communication skills in English.
• Planning, coordination and time management skills.
• Proficient in Outlook, Word, Excel, and PowerPoint, SharePoint.
• Familiarity in videoconferencing tools (MS Teams, Zoom, Webex).
• Please refer to the link for ADB Competency Framework for Technical Local Staff grade TL1.

ADB offers a rewarding salary and a comprehensive benefits package . The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.

• Medical and health benefits
• Paid leave (including parental)
• Life and other insurance plans

Additional Information

This appointment is open to internal and external applicants.

This is a fixed term appointment with option to renew, initially for a period of up to 3 years, or up to the Normal Retirement Date (NRD), whichever comes earlier, for the purpose(s) and conditions determined by ADB, in accordance with Administrative Order No. 2.01 (Recruitment and Appointment). After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years or not renewed. This decision will be made in the overall interest of ADB, based on factors including but not limited to the requirement of Staff's particular blend of skills and experience for the medium-term work program of the organizational unit, sufficient funding to cover the renewed period, and Staff's performance and suitability for employment. There is no limit to the number of renewals up to NRD. However, this appointment is not convertible to a regular appointment.

About Us

ADB is a leading multilateral development bank supporting inclusive, resilient, and sustainable growth across Asia and the Pacific. Working with its members and partners to solve complex challenges together, ADB harnesses innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard our planet. Founded in 1966, ADB is headquartered in Manila and owned by 69 members-50 from the region.

To view ADB Organizational Chart, please click here .

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.

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