Senior Operations Assistant

About the Role and Organization

Become a pivotal contributor to the Asian Development Bank's (ADB) mission to alleviate poverty and advance sustainable development in Asia-Pacific. The Senior Operations Assistant role is based in the Singapore Regional Office within the Southeast Asia Department and reports directly to the Regional Director, SGO.

Key Responsibilities

• Managing the Regional Director's calendar proactively by resolving conflicts, confirming appointments, and updating the director on schedule changes, exercising discretion in scheduling meetings.
• Coordinating mission travel through advance planning, evaluating flight options, organizing itineraries, booking accommodations and transport, securing necessary authorizations, and processing expenses promptly.
• Handling all arrangements for external meetings and international events, including registration, logistics, materials preparation, and venue coordination.
• Supporting internal meetings with scheduling and logistical preparations.
• Maintaining comprehensive office filing systems both electronic (SharePoint) and physical, ensuring documents are easily accessible.
• Reviewing incoming communications and documents promptly, directing them to appropriate staff or alerting the director when necessary.
• Gathering, compiling, and analyzing data to produce routine and ad hoc reports and statistics as required.
• Preparing reports, Excel datasets, and PowerPoint presentations.
• Welcoming and escorting external visitors to meetings, managing unexpected visitors by referring them to the relevant staff timely.
• Maintaining an updated external contacts directory by recording business card information.
• Supporting knowledge sharing initiatives within SGO.
• Communicating effectively with ADB staff, clients, and external stakeholders as needed.
• Performing other duties assigned by the director aligned with the workplan.

Required Qualifications and Skills

• A bachelor's degree in business, finance, mass communication, or a related discipline.
• Minimum of five years of relevant professional experience.
• Strong ability to prioritize tasks and manage workload following general guidelines and standard practices.
• Capacity for anticipating consequences of outputs and executing tasks efficiently.
• Analytical skills including making causal connections, weighing pros and cons to make decisions.
• Capability to be an effective team player across culturally diverse groups.
• Fluency in spoken and written English.
• Alignment with ADB Competency Framework for TL2.

Compensation and Benefits

ADB provides a competitive salary aligned with organizational standards and market benchmarks, commensurate with qualifications and experience. Benefits include:

• Retirement plans
• Medical and health insurance
• Paid leave including parental leave
• Life and additional insurance coverages
• Staff development opportunities

Additional Information

This position is open to both internal and external candidates. Successful candidates will undergo a one-year probation period. This role is for local staff only and is open exclusively to Singapore nationals and permanent residents. The appointment is initially fixed-term for up to three years or until the normal retirement date, whichever is earlier. It may be renewed based on organizational needs, performance, and funding availability, but it is not convertible to a regular appointment.

About ADB

The Asian Development Bank is a premier multilateral development institution supporting inclusive and sustainable growth throughout Asia and the Pacific. Established in 1966 and headquartered in Manila, ADB includes 69 member countries, 50 of which are regional. ADB is committed to an inclusive, respectful work environment and encourages all qualified candidates to apply, emphasizing diversity and gender equality.