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OPERATIONAL ASSISTANT

Job Description

The Mission/Office/IS Staff Support will perform a full range of administrative duties, coordination of meetings, logistics, operational and analytical support duties for International Staff and designated teams at KARM, with a strong focus on helping teams deliver timely results.

The incumbent will ensure efficient day-to-day office operations by managing calendars, coordinating meetings, arranging travel, handling Concur processes, supporting correspondence and documentation, maintaining filing systems, facilitating internal and external coordination, supporting visiting missions, and assisting team with non-sovereign infrastructure finance-related processing tasks and follow-ups required to move work forward.

The role is aligned with standard ADB resident mission practice and is intended to provide comprehensive administrative, coordination, and processing support, enabling professional staff to focus on core operational and project-related activities. The position requires a proactive, results-oriented work style and a private sector mindset, with the ability to anticipate needs, follow through on deliverables, and operate effectively in a fast-paced professional environment. It is expected that the incumbent has an understanding of project management processes, working with confidential information, an understanding of financial statements, and good communication skills.

Responsibilities

1. Assist in business development and analysis

• With guidance from a senior team member, assist in high-level financial analysis.
• With guidance from a senior team member, assist in the preparation of parts of memos and portions of credit documentation.
• With guidance from a senior team member, assist in the preparation of presentations and correspondence related to private sector operations.
• Assist in maintaining electronic and physical filing systems (including SharePoint) of the documents related to the investment projects in Kazakhstan.

2. Calendar and Schedule Management

• Manage and maintain supervisors’ calendars and diaries.
• Schedule, reschedule, and coordinate meetings across time zones.
• Resolve scheduling conflicts and prioritize appointments.
• Send meeting invitations, updates, dial-in links, and venue details.
• Track responses and follow up on attendance confirmations.

3. Meeting Arrangement and Coordination

• Arrange internal and external meetings (virtual, hybrid, and in person).
• Prepare and circulate agendas, background materials, and participant lists, as required.
• Assist with briefing notes and internal and external presentations.
• Track agreed actions, deadlines, and follow-ups from meetings to support timely delivery of team priorities.

4. Travel and Concur Administration

• Prepare, submit, and track Concur Travel Requests.
• Prepare, review, and submit Concur Expense Reports in compliance with ADB policies.
• Monitor approval workflows and follow up with approvers.
• Reconcile receipts and supporting documents.
• Maintain organized records of approved travel and expenses.
• Liaise with Finance, Budget, and Travel teams on related queries.

5. Travel and Logistics Coordination

• Coordinate official travel arrangements (flights, accommodation, ground transport).
• Liaise with travel agencies and internal travel support teams.
• Prepare and share travel itineraries with supervisors.
• Ensure travel documentation is complete and submitted on time.
• Support changes, cancellations, and rebooking of travel arrangements.

6. Correspondence, Documentation, and Filing

• Ensure that all correspondence, reports, and documents are properly prepared, formatted, and submitted on time in compliance with ADB standards.
• Maintain logs of incoming and outgoing documents and follow up on timely responses.
• Support routine processing requirements by helping prepare, format, compile, and route documentation for review and clearance.
• Update and maintain the KAZ PSOD (Private Sector Operational Department) client database.
• Organize and archive records in a structured and accessible manner.
• Assist in preparing routine communications and administrative documents.
• Maintain discipline around version control, document quality, deadlines, and follow-up to ensure work products are delivered accurately and on time.

7. Translation and Language Support

• Translate short documents to/from English and Russian or Kazakh (occasionally) for International Staff and KARM staff.
• Check and review translations of English–Russian or Kazakh (occasionally) documents for accuracy and consistency.

8. Stakeholder, Office, and Internal Coordination

• Coordinate with HQ departments and KARM (including Astana office) on administrative and operational matters.
• Act as a central coordination point between International Staff, HQ units, and resident mission teams to ensure timely information flow and follow-up.
• Arrange meetings and appointments with government counterparts, clients, donors, consultants, and other stakeholders.
• Respond to routine administrative and procedural queries.

Relevant Experience and Requirements

• Bachelor’s degree in finance, economics, or a related field.
• Minimum of 2 years of relevant professional experience in banking, corporate finance, advisory, or finance roles.
• Experience in fast-paced, client-facing, transaction-oriented, or private sector professional environments is highly desirable.
• Exposure to corporate, financial, audit, consulting, or professional services settings is an advantage; experience with a Big Four firm would be a plus.
• Experience in financial analysis and financial models will be a strong advantage.
• Excellent written and verbal communication skills in English and Russian; knowledge of Kazakh is an advantage.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and SharePoint.
• Experience with travel coordination and Concur (or similar systems) is an advantage.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently.
• Demonstrated ability to take ownership of tasks, follow through independently, and support teams in meeting deadlines and delivering results.
• Strong interpersonal skills and ability to work in a multicultural environment.
• Professional, reliable, discreet, and service-oriented.
• Strong interest in learning institutional processes and developing a deeper understanding of operational and investment-related work.