Job: Operations Assistant

Location: Suva, Fiji
Deadline: Thursday, 07 November 2013

Job Purpose:

To assist in reception services, switchboard operations, handling of documents; provide support to visiting missions and to the Finance & Administration Unit staff; and provide backup support to the Programs Assistant and Operations Assistants in the resident mission (RM).

Expected Outcomes

Reception

• Receives visitors to SPSO by obtaining clearance from ADB personnel concerned, guides visitors to the appropriate Officer or waiting area, and maintains a log of all visitors.
• Ensures that visiting dignitaries and other visitors with special requirements are received with appropriate protocol and that the host is notified of their arrival.
• Ensures that visitors are properly screened.
• Answers the telephone, forwards calls to appropriate staff and takes messages when staff are not available.
• Attends to the switchboard and assists in telecommunications and related matters.
• Receives and logs all documents received from outside sources.
• Checks and verifies bills before payment by the Finance & Administration Unit staff.
• Prepares and sends documents for dispatch and log the same.
• Maintains a list of contacts in SPSO's 6 countries.
• Liaises and coordinates with internal and external contacts, in order to resolve non-standard queries and problems and to obtain non-standard information relevant to assigned work.
• Assists the External Relations Focal Point in the daily news to staff; tracks news on ADB in the media; and maintains a news database.

Office Administration

• Acts as Leave/Attendance Coordinator.
• Coordinates schedule and use of meeting rooms for staff.
• Assists with other routine clerical work, such as typing, photocopying, etc. Ensures that all correspondence and documents are correctly typed, prepared and submitted on time, in compliance with ADB standards.
• Supports staff with their filing, in accordance with the existing framework.

Assistance to Visiting Missions

• Provides administrative support to visiting missions including printing, photocopying, assisting with meeting arrangements and schedules, etc.
• Maintains lists of incoming and outgoing missions to SPSO's 6 countries.
• Edits and updates the mission guidelines as per the instruction of the Regional Director/Senior Finance and Administration Officer.
• Others
• Provides backup support to the Programs Assistant and Operations Assistants in SPSO.
• Performs any other duties, to support the office, as required by the Regional Director/Senior Finance and Administration Officer, and as reflected in the incumbent's workplan.

Educational Requirements:

• Bachelor's degree or equivalent professional and/or academic qualification.

Relevant Experience And Other Requirements:

Work Experience

• At least 5 years relevant experience in reception/switchboard work and general office administration.

Technical Knowledge

• Comprehensive knowledge of procedures of the relevant work areas.
• Good command of written and spoken English.
• Familiarity with local languages and institutions.
• Proficiency in the use of technology packages (common word-processing, spreadsheets, and graphics, PowerPoint and web-browsing and search engines).

People and Leadership Skills

• Able to work in a multicultural environment
• Able to work effectively and collaboratively in a team-oriented environment.
• Able to take initiative and work proactively.
• Flexible/willing to perform a variety of tasks and expand the scope of work and responsibilities as needed.
• Excellent interpersonal and communication skills

Core Competencies:

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

Immediate Reporting Relationships / Other Information:

• Supervisor: Designated International Staff (IS) and senior National Staff (NS)

Important Instructions

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

More Info and Application