The position of Senior Operations Assistant is assigned to the Transport Sector Office (SD1-TRA) within the Sectors Department 1 (SD1). SD1 aims to deliver impactful sector strategy, initiatives, and integrated solutions that advance ADB's strategic agenda in the region. SD1, which comprises the Energy and Transport Sector Offices, delivers or supports sovereign, nonsovereign, and advisory operations; delivers knowledge services; supports regional departments (RD) and resident missions (RM) in engaging with ADB's developing member countries (DMCs); and ensures ADB's technical leadership internally and externally.
SD1-TRA leads policy development and dialogue, knowledge management, project quality assurance, sector analytic work, and loan and technical assistance (TA) processing and administration in the Transport Sector. You will be based at our Headquarters in Manila, Philippines.
You will report to the designated technical international staff.
As (Senior) Operations Assistant, you will provide operations support in various activities related to project processing and administration, public communication, analytical, statistical, and accounting aspects of the sector office's portfolio/pipeline management, and other administrative functions.
Support the processing and administration, including liaising inquiries from counterparts to respective supervisors, of loan and technical assistance (TA) projects, from the TA consultant selection process, processing of claims, contract variations and preparation of completion reports.
Contribute to the preparation of Report and Recommendation of the President (RRP), Project Administration Manual (PAM) and relevant project documents by editing and formatting draft of various sections.
Create, update, and maintain project processing and implementation information and data in eOperations and other relevant systems such as project description and scope, cost estimate, financing plan, results framework (impact, outcome, outputs, inputs, risks, assumptions, and relevant indicators), contract awards and disbursement projections, loan covenants, and others; monitor and follow up outstanding obligations of executing and implementing agencies such as the submission of audited financial statements, safeguard monitoring reports, and progress reports.
Assist in consultant recruitment, procurement, and contract management.
Contribute in maintaining, updating, and monitoring database of the assigned team or SD1-TRA on various portfolio/pipeline indicators.
Ensure that office filing systems (both electronic in Sharepoint and physical) are maintained and updated observing an existing framework for easy retrieval.
Produce high-quality content related to the transport sector for various communication channels, including press releases, website articles, social media posts, and knowledge publications.
Support the planning, organization, and implementation of various knowledge management activities including contributing to the preparation of briefing materials, reports, presentations, etc.
Prepare presentations for conferences and manage and maintain social media platforms for Transport Sector Office.
Ensure that all correspondence and documents for supervisors are prepared with ADB's standards and styles based on Handbook of Style and Usage. Independently composes and sends out routine letters. Carefully checks all documents submitted for approval of the supervisors.
Coordinate with DMC participants, regional and international organizations, and other ADB staff on related knowledge activities including fulfilling protocol and communications-related requirements as needed.
Coordinate the publication process for knowledge products with the team and DOCK.
Provide back-up support to other members of the team. Support in the facilitation of project missions to ensure smooth and efficient execution.
Support the team management, under the guidance of the director.
Perform other duties as may be assigned and reflected in the incumbent's workplan.
Qualifications
You will need:
Bachelor's degree in economics, commerce, engineering, or other fields.
At least 5 years relevant professional experience.
Advanced computer skills with sound knowledge of common word-processing, presentations and spreadsheets, and preferably with business intelligence, artificial intelligence applications, and familiarity with computer system used generally in multilateral organization, and proficiency with computer-based applications.
Good coordination and interpersonal skills with the ability to liaise and work effectively with individuals and teams from different professional and cultural backgrounds.
Liaise, work effectively and interact in a professional manner with staff within own work location and with other clients.
Good knowledge of ADB activities.
Ability to coordinate and multi-task and exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence.
Good working knowledge of procedures, formats and standards relevant in the performance of work.
Excellent oral, written and digital communication skills in English.
