Senior Operations Assistant

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a difference in the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Senior Operations Assistant is assigned to the Singapore Office (SGO) within the Southeast Asia Department (SERD). You will be based at our Regional Office in Singapore.

You will report to the Regional Director, SGO.

Your Role

As a Senior Operations Assistant, the primary responsibility of assisting the Regional Director involves providing administrative and operational support to facilitate the execution of the director's duties. This includes coordinating and managing schedules, preparing reports, and ensuring communication within teams and with external stakeholders. The role also entails supporting the planning and organization of high-level meetings, events, and travel arrangements. The focus is on ensuring seamless management of tasks to enhance the efficiency and effectiveness of the director's office. Additionally, providing operational support services for various activities of SGO including coordination of knowledge sharing activities, database management, and other administrative support responsibilities.

You will:

• Proactively manage the director's schedules by resolving scheduling conflicts, confirming meetings in advance, updating the director of changes to schedules, and exercising judgement in organizing the scheduling and accepting of the director's meetings.
• Organize mission travel, including forward planning, by reviewing and recommending appropriate flight options, planning mission itinerary including transport and hotel accommodation, preparing meeting schedules, inputting mission authorization requests, and travel requests and timely processing of expense claims.
• Ensure that appropriate arrangements and confirmations are made for all external meetings/international events including, registration, materials, logistics and venue, among others.
• Support the scheduling and logistical requirements of internal meetings.
• Maintain the office filing system and records (both electronic in SharePoint and physical) following existing framework for easy retrieval.
• Review all incoming documents and mail in a timely manner and distribute them to concerned staff and/or bring to the attention of director, as necessary.
• Collect, compile, and analyze relevant information to produce routine and/or ad hoc statistics/reports as instructed.
• Prepare reports and provide data in excel spreadsheet and prepare PowerPoint presentations.
• Attend to external visitors and ensure that external visitors are appropriately greeted and escorted to meetings and/or unexpected visitors and ensure that they are referred in a timely manner to the concerned staff/appropriate party.
• Maintain a directory of external contacts by recording business card information.
• Support SGO's knowledge sharing activities.
• Communicate with ADB staff inside and outside the work area, clients, and external stakeholders as required.
• Perform other duties as may be assigned by the director and reflected in your workplan.

You will need:

• Bachelor's degree in business, finance, mass communication and relevant fields.
• At least five (5) years of relevant professional experience.
• Ability to manage priorities and workload within general schedule of work, instructions and standardized practices.
• Ability to foresee response and implication of own outputs, and to undertake tasks efficiently.
• Ability to make simple causal links, pro-and-con lists and analyses to reach a decision.
• Ability to work with teams as a constructive team member, and with individuals from different cultural/national backgrounds.
• Excellent written and verbal proficiency in English.
• Please refer to the link ADB Competency Framework for TL2.

Benefits

ADB offers a rewarding salary and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.

• Retirement plan
• Medical and health benefits
• Paid leave (including parental)
• Life and other insurance plans
• Staff development

Additional Information

This appointment is open to internal and external applicants.

Selected applicants will be subject to a one-year probationary period.

This opening is a local staff position. It is open only to nationals and permanent residents of Singapore.

This is a fixed term appointment with option to renew, initially for a period of up to 3 years, or up to the Normal Retirement Date (NRD), whichever comes earlier, for the purpose(s) and conditions determined by ADB, in accordance with Administrative Order No. 2.01 (Recruitment and Appointment). After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years or not renewed. This decision will be made in the overall interest of ADB, based on factors including but not limited to the requirement of Staff’s particular blend of skills and experience for the medium-term work program of the organizational unit, sufficient funding to cover the renewed period, and Staff’s performance and suitability for employment. There is no limit to the number of renewals up to NRD. However, this appointment is not convertible to a regular appointment.

About Us

ADB is a leading multilateral development bank supporting inclusive, resilient, and sustainable growth across Asia and the Pacific. Working with its members and partners to solve complex challenges together, ADB harnesses innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard our planet. Founded in 1966, ADB is headquartered in Manila and owned by 69 members—50 from the region.

ADB only hires nationals of its 69 members.

To view ADB Organizational Chart, please click here.

ADB wants 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.

Visit ADB Careers FAQ for more information.

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