(Senior) Operations Assistant

IMPORTANT INFORMATION This is a fixed term appointment with option to renew for an initial period of three (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 to the Energy Sector Office (SG-ENE) within the Sectors Group (SG). SG aims to deliver impactful sector strategy, initiatives, and integrated solutions that advance ADB’s strategic agenda in the region and with ADB’s clients. The SG, which is comprised of seven sector offices, supports the delivery of sovereign, nonsovereign, and advisory operations; delivers knowledge services; supports regional departments (RD) and resident missions (RM) in engaging with developing member countries (DMCs); and ensures ADB’s technical leadership externally and internally.

SG-ENE leads ADB’s energy sector operations. The office manages policy development, oversight of strategy implementation, knowledge management, budget management, project quality assurance, sector analytic work, and loan and technical assistance (TA) processing and administration in the energy sector. SG-ENE is also responsible for implementing an ADB corporate initiative: the Energy Transition Mechanism (ETM) and partnering with the G7 countries on the G7-led Just Energy Transition Partnership (JETP) programs, in select countries.

To view ADB Organizational Chart, please click here.

Job Purpose The (Senior) Operations Assistant provides administrative support to SG-ENE activities. The incumbent provides administrative support in project administration, project processing activities related to loans and TA and database management. The (Senior) Operations Assistant will report to designated International Staff and senior National Staff.

Responsibilities • Independently composes and sends out routine letters, carefully checks documents submitted for approval of the supervisor. • Ensures the effective coordination of supervisor's schedule by maintaining calendar and arranging appointments, meetings, travel, and accommodation as specified by the supervisor and in accordance with ADB procedures. • Ensures accurate updating of relevant databases, and supports event organization and knowledge management including communication, internally and externally. • Using available IT tools and ADB apps, collects, compiles, and analyzes relevant information and data related to the team/office/department to produce routine and/or ad hoc statistics/reports as instructed. • Develops, improves, and maintains an effective filing system for the SG-ENE team. • Supports the preparation of necessary loan/grant and TA documents (concept note, Reports and Recommendation of the President, TA reports, Project, and TA Completion Reports) and ensures that these documents are in accordance with the latest ADB template and Handbook of Style and Usage and procedures. Coordinates and monitors the team's TAs under processing and coordinates with other staff to ensure eOps/SovOps updating. • Coordinates and monitors milestone processing events of assigned loan/grant/TAs and reports any delay in the processing of these documents to supervisors. • Supports the programming, processing, and administration of TAs and/or loan/grant projects such as selection of consultants, processing of claims, contract variations, internal memos and preparation of TA and Project Completion Reports, and Back-to-Office Reports under the guidance of the international staff and/or project officer. • Regularly checks the eOps/SovOps and Integrated Disbursement System for progress on TA, loan, and grant under implementation. • Provides back-up support to the other operations assistants in the latter's absence or relieves other operations assistant, as necessary. • Acts as mentor and provides assistance as to the application/interpretation of work procedures, guidelines, and formats to other junior operations assistants. • Performs other duties that may be assigned by the supervisor.

Qualifications

Relevant Experience and Requirements • Bachelor's degree in economics, commerce, engineering, or other fields. • At least 5 years of relevant professional experience, preferably 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 system used generally in ADB and similar multilateral development banks, and proficiency with computer-based applications. • Good interpersonal and cross-cultural skills. • Preferably with sound understanding of ADB and similar multilateral development banks procedures and practices related to TA and loan/grant project processing and administration, including safeguards compliance. • Excellent oral, written, and digital communication skills in English. • Please refer to the link for ADB Competency Framework for Administrative Staff levels AS4-5.

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. The 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.

Please note that the actual level and salary will be based on the qualifications of the selected candidate.