Operations Assistant, Manila

Closing date: Friday, 22 April 2016

Reference Number: 160311
Department: Southeast Asia Department
Division: Philippines Country Office
Location: Asian Development Bank Headquarters
Date Posted: Friday, April 8, 2016
Closing Date: Friday, April 22, 2016 11:59 p.m. (2359 Manila Time, 0800 GMT)
Job PurposePerforms a full range of secretarial duties for international staff. Coordinates administrative activities for the assigned units.
Expected Outcomes
Mail/Written Communication/Follow-up

• Ensures that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB's standards.
• Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that all outgoing mails/faxes are delivered on time.

Oral Communications/Internal & External Contacts

• Provides efficient reception services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to concerned staff.

Calendar/Travel

• Ensures the effective coordination of supervisors' schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with ADB procedures.

Office Administration

• Ensures the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
• Performs certain standard activities such as maintaining adequate stocks of office supplies as required.
• Coordinates meetings, prepares and disseminates meeting materials, and takes minutes, as required.
• Preparing and formatting reports and memos.
• Arranges mission travel for the team members through eTrip.
• Provides support to missions and assistance during meetings, training and workshops as required by supervisors.
• Relieves other Operations Assistants when they are absent, as required.

Others

• Performs any other duties as may be required and reflected in the incumbent's workplan, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, etc.

Core CompetenciesApplication of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Qualifications
Education Requirements

• Bachelor's degree

Relevant Experience
Work experience

• 3-5 years of relevant work experience

Technical knowledge

• Good typing skills. Good memo composition and editing skills. Good computer skills
• Familiar with computer systems used generally in multilateral organizations

People and supervisory skills

• Able to liaise and work effectively with staff within own work location
• Strong interpersonal skills
• Able to develop rapport internally and externally in a multicultural environment
• Able to work collaboratively with teams as a constructive team member
• Strong oral and written communications skills

Reporting Relationships

• Supervisor: Designated International Staff and senior National Staff