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ADB-HR-12-0802 21-December 2012 JOB DESCRIPTION

Title:
Department: Division:

Operations Assistant
East Asia Department (EARD) Transport and Communications Division (EATC)

1. JOB PURPOSE
Performs a full range of secretarial duties for two to three international staff. Coordinates administrative activities for the assigned units.

2. 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. Project Processing Ensures all documents are processed following the existing procedures. Ensures compliance with e-Operations and other IT/system enhancements being used within the Bank. Ensures proper coordination with relevant departments for reviews and meetings so that relevant and appropriate information are passed on promptly or referred to other concerned staff. Prepares relevant memoranda, correspondences, minutes of the meeting and other relevant project documents in timely and accurate manner, without missing or incorrect attachments/information. Ensures that the processing timeline is monitored properly to be able to achieve the projected Board date. 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.

ADB-HR-12-0802 21-December 2012 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. Relieves other Operations Assistants when they are absent, as required. Others Performs any other duties as may be required, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, etc.

3. EDUCATION REQUIREMENTS
Bachelors degree

4. RELEVANT EXPERIENCE
Work experience 3-5 years of relevant professional experience Technical knowledge Working knowledge of assigned area Good typing skills. Good memo composition and editing skills. Good computer skills. Familiar with computer systems used generally in multilateral organizations People and leadership skills Able to liaise and work effectively with staff within own work location Able to interact in a professional manner with ADB stakeholders, i.e. ADB staff and Government officials. Strong interpersonal skills; able to develop rapport internally and externally in a multilateral environment. Able to work collaboratively with teams as a constructive team member Strong oral and written communication skills in English

5. CORE COMPETENCIES
Application 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

ADB-HR-12-0802 21-December 2012 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 6. REPORTING RELATIONSHIPS

Supervisor: Designated International Staff and senior National Staff

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