Senior Project Assistant

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 Office of Safeguards (OSFG). The OSFG implements and monitors ADB’s safeguards policy and procedures. It advises and supports ADB management, operational departments, and relevant parties, including borrowers/clients in delivering development solutions in compliance with ADB’s safeguards policy.

To view ADB Organizational Chart, please click here.

Job Purpose

The Senior Project Assistant performs technical and analytical support for the Office of Safeguards in various activities. This includes mainly coordinating division-wide activities related to safeguard business processes, project processing, administration of technical assistance (TA) projects, knowledge dissemination, and database management and reporting. The incumbent will report to the designated international staff (IS) and/or senior national staff (NS).

Responsibilities

• Assists in the management of safeguard business processes, including the administration, management and information sharing on the Integrated Safeguard Management System (ISMS). • Tracks the flow of safeguard and other project documents in OSFG for review and approval/signing and disseminates them to concerned recipients. • Assists in quality assurance of TA documents by compliance checking prior to final submission of the documents. • Assists in creating TA project records in eOperations (eOps), in initiating recruitment in the Consultant Management System (CMS), and in preparing TA requests for payment. • Assists in updating specific sections of the management information system (MIS) database on loan/grant and/or TA pipeline/processing and assists in monitoring progress and status of activities. • Assists in the database management of the department’s TA pipeline/processing milestones, including timely submission of concept papers and reports, in close coordination with relevant staff in OSFG and other departments. • Collects, organizes, and maintains OSFG TA processing/pipeline data from ADB project systems, such as Operations Dashboard and eOps. • Supports the organization, preparation, and implementation of safeguards-related training, seminars, conferences, workshops, and TA knowledge-sharing events. • Processes requests for department review meetings, management review meetings, and assists in guiding processing teams on Board discussions/no-objection/summary procedures. • Maintains, updates, and disseminates OSFG standard templates, guidance and checklists. Ensure that these are uploaded to the OSFG Sharepoint page and integrated with the ISMS and Safeguards Community Site. • Maintains document records, files, and ensures that these are properly logged in the OSFG Sharepoint folders and integrated with the ISMS and Safeguards Community Site. • Supports coordination of safeguard knowledge and operational missions with developing member countries and DMCs, and related training and capacity building activities and logistics. • Supports the coordination of the OSFG policy and technical services team, including coordination on team workplan organization, activity allocation, coordination and tracking, and regular reporting to OSFG Management on progress. • Handles project-related correspondence. • Performs other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements

• Bachelor’s degree • At least 5 years of relevant work experience • Proficient in standard software programs, information technologies, and project operations systems. • Proven ability to undertake background research and analysis on difficult but well-defined tasks, collect and organize required data and information. • Good coordination and interpersonal skills with ability to liaise and work effectively with individuals from different professional and cultural background and coordinate proper distribution of tasks among other assistants. • Good experience in managing document records and maintaining databases • Ability to manage priorities and workload with general schedule of work, instructions, and standardized practices. • Good coordination and interpersonal skills with ability to liaise and work effectively with individuals from different professional and cultural background. • Ability to work with minimum supervision and exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor’s absence. • Ability to work collaboratively with teams, maintain composure under pressure and flexibility/willingness to perform variety of tasks and expand the scope of work and responsibilities as needed. • Excellent written and verbal communication skills in English. • Understanding of safeguard policy issues and relationship with ADB operations. • Please refer to the link for ADB Competency Framework for administrative staff level 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. 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. Women are highly encouraged to apply.

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