Operations Assistant

IMPORTANT INFORMATION: This is a fixed term appointment with option to renew for an initial period of 3 years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. After the initial fixed period, ADB has the option to renew the appointment for up to three years or allow it to expire. This decision is based on ADB’s overall interest in retaining the skills and experience of the staff for medium-term work program within the respective group, department, or office, while considering the availability of funding sources.

Overview 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 Tajikistan Resident Mission (TJRM) within the Central and West Asia Department (CWRD). CWRD is responsible for maintaining client relations and delivering ADB assistance to countries in the Central and West Asia region. TJRM is responsible for policy dialogue, country reporting, country strategy and program formulation, regional cooperation, portfolio management, project administration, economic and sector work, financial and administrative activities, coordination of ADB's activities with the government, donors, nongovernment organizations, academic institutions, private sector, and other members of civil society, and external relations and information dissemination.

To view ADB Organizational Chart, please click here.

Job Purpose The Operations Assistant performs a range of administrative duties for the Country Director and International Staff in support of TJRM activities and operations. He/She provides administrative support in office operation and some project administration and portfolio management activities; and performs a full range of administrative requirements, including standard activities as may be directed by supervisor. The incumbent will report to designated International Staff.

Responsibilities • Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB's standard. Responds on behalf of supervisors to straightforward/routine correspondences and drafts replies on more complex issues in accordance with guidelines. Monitors progress/status of tasks/documents requiring immediate action/attention to ensure timely completion of required action. Prepares and sends documents for dispatch and logs the same. Relieves other Senior Operations Assistant when absent to ensure all incoming mail/ are properly recorded, distributed, and brought to the attention of staff concerned, and that outgoing mail/faxes are delivered on time. • Screens incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party. • Ensures the effective coordination of supervisors’ schedules by maintaining calendars and arranging appointments, meetings, travel, and accommodation as specified by supervisors in accordance with ADB procedure. • Ensures the accuracy of procurement process of various office requirement items for RM operation using ADB eProcurement. • Ensures that office filing systems and records are properly maintained and updated in accordance with the existing framework for easy retrieval. • Assists in timely dissemination of information about ADB and its operations in the host country; assists in developing a media package, both print and multi-media for the RM, and coordinates ADB's media report and interviews in host country. Updates and prepares content of the RM website. • Assists office-wide activities, including visits of senior staff from HQ and major events involving ADB at the institutional level. • Translates documents from the national language to English and vice versa to facilitate the RM to undertake its professional work. Translates ADB news releases and press stories into the national language, as required. Coordinates and proofreads out-sourced translation. Interprets for RM seminars, meetings, interviews as may be required. • Performs any other duties as may be required and reflected in the incumbent’s workplan

Qualifications

Relevant Experience & Requirements

Please refer to the link for ADB Competency Framework for Administrative Staff level 4.

General Considerations 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.

This vacancy is a local staff position. It is open only to nationals and residents of Tajikistan.

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.