Senior Operations Assistant

Global Roles; Manila; On-site; PHP 900,000 - 1,200,000; Full time

Job summary

The Asian Development Bank in Manila seeks a Senior Operations Assistant to provide operational and administrative support to the Agriculture, Food, Nature, and Rural Development Sector Office within Sectors Department 2. You will coordinate schedules, prepare Board documents, and ensure compliance with ADB templates.

This role requires strong English communication, advanced computer skills, and experience in multilateral organizations.

Qualifications

• Bachelor's degree with relevant experience in multilateral organizations.
• Advanced computer skills with word processing and spreadsheets.
• Experience working with diverse cultures and teams.

Responsibilities

• Coordinate supervisor's schedule and arrange meetings and travel.
• Track documents flow and monitor with databases.
• Prepare Board documents and ensure template compliance.
• Perform QA reviews and support knowledge management activities.
• Support monitoring of TA, loan, and grant progress.
• Produce routine/ad hoc statistics using IT tools.
• Serve as knowledge management focal and organize KM activities.
• Coordinate team events and manage calendars.
• Assist other duties per workplan.

Skills

Finance

Business Admin

Public Admin

Multilateral experience

Advanced computer skills

Word processing

Spreadsheets

BI systems

AI applications

Computer systems knowledge

TA management

Loan processing

Grant processing

Safeguarding compliance

Event coordination

Cross-team collaboration

Knowledge management

Oral communication

Written communication

Education

Bachelor's degree in Finance/Business Admin/Public Admin

Tools

Word Processing

Spreadsheets

BI Systems

AI Applications

ADB Templates

Job description

The Senior Operations Assistant provides operational and administrative support to the Agriculture, Food, Nature, and Rural Development Sector Office within Sectors Department 2 at ADB Headquarters in Manila. Responsibilities include coordinating schedules, processing project documents, quality assurance reviews, knowledge management, and event coordination.

Responsibilities

• Coordinate supervisor's schedule and arrange appointments, meetings, business travel and accommodation as specified by the supervisor and in following ADB procedures.
• Track the flow of documents using database for monitoring.
• Assist International/RM Staff in processing projects and technical assistance, specifically preparing Board documents and ensuring compliance with ADB templates and Handbook of Style and Usage.
• Perform quality assurance review of documents requiring Director's signature and support Senior National Officer in conducting quality assurance review of processing documents.
• Regularly check SovOps and Integrated Disbursement System for progress on technical assistance, loan, and grant under implementation.
• Use IT tools and ADB applications to collect, compile, and analyze relevant information and data to produce routine and/or ad hoc statistics/reports.
• Serve as alternate knowledge management focal for the team and facilitate knowledge management activities and preparation of knowledge products.
• Manage calendar of the team's knowledge management activities.
• Coordinate meetings and other planned events under supervisors' guidance.
• Perform other duties as assigned and reflected in the incumbent's workplan.

Requirements

• Bachelor's degree in finance, business administration, public administration, or other fields combined with relevant experience.
• At least 5 years' relevant professional experience 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 systems used generally in ADB and similar multilateral development banks.
• Proficiency with computer-based applications.
• Demonstrated experience working with individuals from diverse organizational and cultural backgrounds.
• Preferably a sound understanding of ADB and similar multilateral development banks procedures and practices related to technical assistance and loan/grant project processing and administration, including safeguards compliance.
• Experience working across multiple teams and organizing events.
• Excellent command in oral and written communication skills in English.

Skills

• Finance
• Business Administration
• Public Administration
• Multilateral Organization Experience
• Advanced Computer Skills
• Word Processing
• Spreadsheets
• Business Intelligence Systems
• Artificial Intelligence Application
• Computer Systems Knowledge
• Technical Assistance Management
• Loan Project Processing
• Grant Project Processing
• Safeguarding Compliance
• Event Coordination
• Cross-Team Collaboration
• Knowledge Management
• Oral Communication
• Written Communication

Languages

English