Operations Assistant (Multiple Positions)

Overview

Perform a full range of administrative duties for assigned supervisors, including organizing records, preparing correspondence and reports, and coordinating administrative activities for the India Resident Mission.

Tasks Summary

• Perform administrative duties for supervisors.
• Organize and maintain records.
• Contact with the public.
• Prepare correspondence and reports.
• Assist visiting ADB missions.
• Coordinate administrative activities for the INRM.
• Type, prepare, and submit correspondence and documents on time.
• Log, distribute, and bring incoming mails to the attention of concerned staff.
• Deliver mails/faxes.
• Provide reception services by screening incoming telephone calls.
• Take accurate messages.
• Deal with queries from internal/external callers and visitors.
• Establish the nature and priority of requirements and ensure they are routed in a timely manner.
• Coordinate supervisors' schedules by maintaining their diaries.
• Arrange appointments, meetings, travel, and accommodation.
• Arrange meetings/appointments with Government of India, executing agencies, donors, and other stakeholders.
• Help prepare Aide Memoirs, background papers, back-to-office reports (BTORs), and other reports.
• Prepare business travel requests and expense reports on behalf of supervisors.
• Provide mission-related administrative and logistics support.
• Help arrange logistic facilities such as transportation, workshops, seminars, visas, shipments, and custom clearances.
• Maintain and update office filing systems and records.
• Retrieve files/documents for report preparation.
• Prepare tables and charts for reports.
• Assist ADB visiting missions.
• Perform other routine office administrative tasks.

Experience Requirements

• At least 5 years of relevant work experience in a private or public organization.
• Prior experience in working with UN /MDBs/ International agencies will be preferred.

Qualification Requirements

Bachelor's degree

Other Details

Languages Required: Written and verbal proficiency in English and local language

Languages Preferred:

Contract Duration: Initially for a period of up to 3 years, or up to the Normal Retirement Date (NRD), whichever comes earlier. Option to renew for up to an additional 3 years.

Work Modality: On-site

Remuneration: