Operations Assistant / 260967

Asian Development Bank; Mandaluyong; On-site; PHP 949,000 - 1,228,000; Full time

Benefits offered by this job

Medical and health benefits

Paid leave (including parental)

Life and other insurance plans

Job summary

Asian Development Bank in Manila invites applications for an Operations Assistant in the Water and Urban Development Sector Cluster. Based at the Manila HQ, you will provide comprehensive operational and coordination support for loans, grants, and TA, helping manage portfolios, data, records, and deliverables in line with ADB procedures.

The role requires a Bachelor's degree and at least five years of relevant experience in multilateral settings, plus strong English communication and

Qualifications

• Bachelor's degree in business administration, public administration, finance, development studies, social sciences, or related field.
• At least 5 years' professional experience in multilateral organizations.
• Experience in administrative, operational, project coordination, or office support roles.
• Proficiency in applicable software tools and English communication.
• Ability to manage records, deadlines, and follow-up actions with guidance.

Responsibilities

• Process missions and archive travel documents and expense reports.
• Coordinate team activities, support staff and consultants.
• Prepare loan/grant and TA documents and ensure alignment with templates and style.
• Monitor milestones, submissions, and deliverables; flag delays.
• Document meetings and assist in portfolio, work program, and operations reporting.

Skills

English proficiency

Project coordination

Records management

Stakeholder management

Software tools proficiency

Education

Bachelor's degree in Business Administration or related field

Tools

ADB templates

Handbook of Style

Job description

Reference Number

Reference Number 260967

Position Grade

Position Grade TL1

Department

Department Sectors Department 2

Division

Division Water and Urban Development Sector Cluster

Location

Date Posted

Closing Date

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a difference on 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

The position of Operations Assistant is assigned to the Water and Urban Development Sector Cluster (SD2-WUD) within Sectors Department 2 (SD2). You will be based at our Headquarters in Manila, Philippines.

You will report to the designated International Staff and officer (senior/principal/lead, as applicable).

Your Role

As an Operations Assistant, you will provide comprehensive operational, and coordination support to SD2-WUD activities. The role will support project processing and administration for loans, grants, and technical assistance (TA), help coordinate portfolio and work program activities, maintain data and records, and facilitate timely delivery of divisional outputs in line with ADB procedures and standards.

You will:

• Process missions, archive related documents (travel requests, expense reports)
• Coordinate team activities/operations and submissions. Provide support to staff and consultants.
• 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 processing milestones, submissions, and deliverables for assigned projects and TAs; flag delays, pending actions, and documentation gaps to supervisors and team members.
• Support the team in related operation activities such as selection of consultants, processing of claims, contract variations, internal memos and drafting of TA and project completion reports, and back-to-office Reports under the guidance of the international staff and/or project officer.
• Coordinate and help document meetings.
• Assist in portfolio, work program, and operational monitoring by maintaining databases, compiling project and TA information, and preparing routine and ad hoc reports, statistics, and briefing materials using available IT tools, digital productivity tools and ADB applications.
• Coordinate team activities and submissions across staff and consultants, help document meetings and action items, and follow up on agreed next steps to promote completion of operational and administrative tasks.
• Coordinate and manage supervisors' calendars, mission schedules, meetings, and engagements with all partners.
• Maintain organized electronic records and filing systems for operational documents, knowledge products, mission files, event materials, and other team references following applicable ADB recordkeeping practices.
• Provide guidance and back-up support to other administrative and operations staff and help ensure continuity of support during absences or peak workload periods.

Perform other tasks that may be assigned and reflected in your workplan.

Qualifications

You will need:

• Bachelor's degree in business administration, public administration, finance, development studies, social sciences, or other relevant fields.
• At least 5 years' relevant professional experience in multilateral organizations.
• Relevant work experience in administrative, operational, project coordination, or office support responsibilities; experience in a multilateral organization, development institution, government agency, or similar environment.
• Demonstrate proficiency in applicable software tools.
• Manage records, deadlines, follow-up actions, and routine administrative or operational tasks with appropriate guidance.
• Experience building partnerships and maintain working relationships across organizational and cultural boundaries.
• Proficiency in expressing ideas in both spoken and written formats in English.
• Demonstrated management of confidential administrative and operational matters.
• Please refer to the link for ADB Competency Framework for Technical Local Staff Level 1.

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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