Operations Assistant

The position of Operations Assistant is assigned to Pacific Subregional Office in Fiji (SPSO) within the Pacific Department (PARD). PARD is responsible for maintaining client relations, delivering ADB assistance to countries in the Pacific region, and coordinating with development partners. SPSO was established in 2004 and is responsible for country programming, portfolio management, processing and implementation of projects in various sectors of projects for Cook Islands, Fiji, Kiribati, Niue, Samoa, Tonga, and Tuvalu. You will be based at the Pacific Subregional Office in Suva, Fiji. You will report to the designated international staff and officer.

Your Role:

As an Operations Assistant, you will provide administrative support to SPSO activities and will assist with the country operations, including program and project implementation, technical assistance (TA) processing and implementation, database management, knowledge management, and logistics support.

You will:

• Coordinate supervisor(s) schedule, and schedule meetings with internal and external partners.
• Process missions related documentation, including knowledge management and archive related documentation such as travel requests, expense reports, and related documents.
• Support the project and TA processing as well as administration performing activities such as reviewing of quarterly progress reports; updating internal management information systems (eOPS/SovOps); facilitating selection of consultants; processing of claims; documenting contract variations, internal memos and other reports; Participate and support team leaders in project administration missions.
• Provide logistics support for missions from Headquarters, other field offices, and assigned staff in SPSO, including organizing meetings and transportations.
• Prepare draft routine communications to the government of Fiji and other partners, with guidance from international and senior local staff ensuring compliance the latest ADB template and Handbook of Style and Usage and procedures. Facilitate dispatch of signed communications and monitor related correspondences.
• Coordinate with government agencies on approval requests and outstanding obligations.
• Provide back-up support to the other (Senior) Operations Assistants in the latter’s absence or relieve other operations assistant, as necessary.
• Perform other responsibilities that may be assigned as reflected in the workplan.

Qualifications:

You will need:

• Bachelor’s degree in finance, social sciences, business studies, or other related fields.
• At least 5 years of relevant professional work experience; experience in similar international multilateral agencies.
• Ability to work proactively on assigned tasks, areas of analysis and research, which have well-defined scope and steps.
• Proficiency in common office software programs (Word, Excel, PowerPoint) and information technologies.
• Ability to work collaboratively with individuals from different cultural backgrounds.
• Familiarity with local languages and government and/or state institutions.
• Excellent written and verbal communication skills in English.

Source: https://www.adb.org/careers/250136