Operations Assistant

About Sarey

Job Summary

To perform full range of secretarial duties for the assigned supervisors, including organizing and maintaining records, contact with the public, preparing correspondence and reports, assistance for visiting ADB missions and other appropriate functions as required; coordinate administrative activities for Portfolio Management Unit (PMU) and event management for the Program Unit at the Resident Mission (RM).

Duties & Responsibilities

Mail/Written Communication/Follow-up
Ensures that all correspondence and documents for supervisors are correctly typed, prepared and submitted on time in compliance with ADB’s standard.

Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.


Oral Communications/Internal & External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from internal/external calls to ensure they are referred in a timely manner to the concerned staff.


Calendar/Travel
Ensures effective coordination of supervisors’ schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by supervisors in accordance with ADB procedures.

Ensures effective coordination of travel and events for government nominees including preparing and sending invitation letters, preparing acceptance letters, release of passports and seek copies of passport for booking purposes, arrange notes verbal and visa process for the destination country with respected agencies, confirm the itinerary and ensure travelers airport pick up, ticket and hotel booking and pay the travel agency following the administrative rules and procedures.

Collect Supporting documents from travelers and coordinate with Finance Unit for liquidation of travel advances.



Office Administration
Arranges meetings/appointments with Government, executing agencies, donors and other stakeholders.

Prepare and keep record of meeting minutes as and when required.

Translate incoming correspondence and do interpretation during meetings with government official as and when required.


Prepares Mission Authorization Requests (MARs) and Travel Request Authorization (TRA), and Request for Reimbursement of Business Travel (RRBT) for PMU staff through eTrip system.

Assists in arranging required logistic facilities such as transportation, workshops, seminars, visas, shipments, custom clearances, etc.

Assist with uploading withdrawal applications to eStar.

Ensures the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.

Supports other Operations Assistants, as required.


Others
Performs any other duties as may be required and reflected in the incumbent’s work plan, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, assisting ADB visiting missions, and other routine office administrative functions.

Job Requirements

Work experience

At least 3 years of relevant professional experience.

Technical knowledge

Good typing skills; good knowledge of stenography preferred but not necessary

Good computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in ADB

Able to work with individuals from different cultural/national backgrounds; good interpersonal skills

Able to manage priorities and workload within general schedule of work, instructions and standardized practices

Good oral and written communication skills in English

Familiar with local languages and institutions

People and leadership skills

Able to liaise and work effectively with staff within own work location

Able to work collaboratively with teams as a constructive team member

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

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
Good communication and computer skills

Submission Guideline

Qualified Afghan candidates should submit their CVs with a cover letter no later than the closing date to email address below; if you have any query you may wish to contact below number.

Email: hramaki@adb.org
Mobile: 0799191484

No resume will be taken under consideration without having a cover letter and after the closing date, Only selected candidates will be called for interviews.

Functional Area

Administrative

Countries

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