Operation Assistant

Job descriptionPerforms a full range of secretarial and administrative duties to the Head of Country Operations /head of ESPU of Cambodia Residence Mission (CARM).The position of Operations Assistant is assigned to the Cambodia Resident Mission within the Southeast Asia Department. The Operation Assistant will be based at our Resident Mission Office in Phnom Penh and report to the designated Technical International and senior Technical Local Staff.The Operations Assistant will perform a full range of administrative responsibilities for the Cambodia Resident Mission (CARM) and provide analytical support services for multiple activities relating to project administration and other administrative tasks.Mail/Written Communication/Follow-up: Ensures that all documents and correspondence for supervisors are properly prepared, formatted, submitted on time, and in compliance with ADB's standards. Ensure all incoming mail is logged, properly distributed and brought to the attention of concerned staff, and that all outgoing mail and faxes are delivered on time.Oral Communications/Internal & External Contacts: Provides efficient reception services by taking accurate messages, dealing effectively and efficiently with queries from internal and external callers to ensure they are referred promptly to the staff concerned.Calendar/Travel: Ensures the effective coordination of supervisors' schedules and calendars by maintaining their diaries and arranging appointments and facilitating travel arrangements and clearances in accordance with ADB procedures.Administrative Functions: Handle daily routine functions including:Arranging mission travel for the team members including visa arrangements and mission concurrence;Coordinating meetings, distributing meeting materials, and taking minutes;Preparing and formatting reports, letters and memos;Maintaining document files and updating files observing an existing filing framework for easy retrieval;Providing support to missions and assistance during meetings, training and workshops;Providing back-up support for other Operations Assistants when they are absent;Project Administration: Assists the Project team in administering technical assistance (TAs) and loans including the selection and recruitment process of consultants, processing claims and contract variations, monitoring budget and implementation progress, and preparing completion reports; ensure compliance with e-Operations and other IT/system enhancements being used within ADB.Others: Performs any other responsibilities as may be required and reflected in the incumbent’s work plan by supervisors, such as research for report preparation, preparing tables and charts for reports, preparing presentations, etc.Qualifications and SkillsBachelor's degree in business administration, in finance, social sciences, business studies, or other related fields.At least 5 years of relevant professional work experience with some experience in international multilateral and bilateral agencies is preferred.Experience working on assigned tasks, areas of analysis that have a well-defined scope and steps.Good command of written and verbal communication skills in English.Proficient in ADB standard office 365 software programs (Word, Excel, PowerPoint) and information technologies.Good interpersonal skills and ability to work collaboratively with individuals from different cultural and technical backgrounds.Ability to manage priorities and workload within a general schedule of work, instructions and standard