Operations Assistant

Job Description

Job Purpose

To perform secretarial and clerical duties for Nepal Resident Mission (NRM), including organizing and maintaining records, contacting with the public, preparing correspondence and reports, assisting in visiting ADB missions and other appropriate functions as required.

Expected Outcomes

Mail/Written Communication/Follow-up

Ensures that all correspondence and documents are correctly typed, copied or printed out and submitted on time in compliance with ADB standard.

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

Oral Communications/Internal and External Contacts

Provides efficient reception services such as screening incoming telephone calls, taking accurate messages, dealing with queries from internal/external calls and ensures that these are referred in a timely manner to concerned staff.

Office Administration

Ensures that office filing system and records are properly maintained and updated in accordance with existing framework for easy retrieval.

Assists in retrieving files and documents for preparation of reports.

Ensures that publication articles selected by NRM officers are properly copied and disseminated to concerned staff.

Undertakes photocopying and printing tasks.

Others

Provides logistical assistance to ADB missions.

Assists in logistic and administrative arrangements related to setting up workshops, seminars and conferences organized by the NRM/HQ.

Performs other duties as required and reflected in the incumbent’s workplan.

Education Requirements

• Bachelor’s degree

Relevant Experience

Work experience

- At least 5 years of relevant professional experience, preferably in an international organization

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

- Good oral and written communication skills in English

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

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

- Able to maintain composure under pressure

Core Competencies

Application of Technical Knowledge and Skills

1. Deals with routine queries and correspondence in accordance with procedures
2. Proactively seeks relevant development opportunities and submits for approval
3. Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

1. Adjusts style and approach to respect and serve different clients
2. Conveys messages by asking questions and using different approaches
3. Identifies when a client issue requires escalation
4. Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

1. Proposes solutions to minimize delays and setbacks in completing work
2. Reviews all task objectives and achieves core deliverables
3. Uses time management and organizational skills to promptly complete work to the required standard
4. Delivers beyond the stated task objectives

Working Together

1. Consistently works effectively with individuals of different views, culture, nationality, gender, and age
2. Consistently seeks assistance when requirements are unclear
3. Provides timely updates on relevant information
4. Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

1. Uses effective written and oral communication in preparing documents, presentations and interactions
2. Asks questions to understand how to follow up on feedback
3. Locates relevant information to expedite workflow

Innovation and Change

1. Adopts new policies, systems and processes in a timely fashion
2. Shares ideas for how work can be completed more effectively

Immediate Reporting

Supervisor: Designated International Staff and senior National Staff

Instructions

This vacancy is a local staff position with local remuneration package. It is open only to nationals and residents of Nepal.

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