Associate Administrative Services Officer (Budget, Planning and Coordination) - Asian Development Bank - Manila, Philippines

Institutional Services Division, Office of Administrative Services

Closing Date: 6 December 2012 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

 

Job Purpose:

To provide diverse administrative and coordination support to the Director for the efficient management of the Division; contribute to the development and enhancement of programs to streamline the Division's work processes; analyze, monitor, and control budget utilization; and coordinate the Division's work program and special projects.

Expected Outcomes

Under the guidance of a senior staff, contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions:
Administrative support

• Coordinates the Division's administrative activities and consolidates Divisional information as required by OAS and other departments/offices of ADB.
• Provides administrative support in the enhancement and update of guidelines/policies/instructions on administrative issues as well as in the review of policies and project proposals for the Division.
• Assists in the administration of human resources activities, including coordination of staff movements, training and development.

Special projects/studies

• Provides preliminary analysis and supports special studies on work improvement projects initiated by the Division, particularly in the areas of financial management and automation.
• Contributes to work improvement and streamlining systems and procedures by participating in process improvement initiatives and activities.

Administrative budget monitoring

• Monitors and analyzes the utilization of the Division's budget to ensure that expenditures are properly accounted for and deviations from forecasts are justified; provides confidential management reporting for all financial areas.
• Coordinates and consolidates periodic review of the budget and ensures timely submission of other budget-related requirements.
• Prepares the annual budget of the Division by consolidating the work program and prepares corresponding financial resource requirements and background materials.
• Ensures the effectiveness of the budget system and participates in the enhancement of budget policies and procedures, particularly in the capital budget areas.

Management Information System

• Contributes to the development and maintenance of databases, computerized reporting systems and documentation to ensure effectiveness and efficiency of various workflows.
• Organizes and coordinates the collection of statistical information to produce various management-related reports on regular or ad hoc basis.

Others
● Other duties that may be assigned as reflected in the incumbent’s workplan.

Educational Requirements:

Bachelor's degree major in Accounting, Finance, Business Administration, or related fields, preferably with advanced training

Relevant Experience And Other Requirements:

Work experience

• At least 6 years experience in a relevant field.

Technical knowledge

• Good knowledge of ADB's administrative policies and service operations, guidelines and procedures in a wide range of areas, including accounting, budgeting and general administration.
• Good knowledge of capital budgeting and human resources.
• Working knowledge in system design and workflow analysis as well as database development and management.
• Effective report-writing and communication skills in English.

People and supervisory skills

• Strong planning and organizing skills to handle many tasks with deadlines.
• Ability to develop rapport internally and externally in a multicultural environment.
• Able to work collaboratively with teams as a constructive team member.
• Strong oral and written communications skills.

Core Competencies:

Application of Technical Knowledge and Skills

• Applies updated advancements in own knowledge area to relevant tasks
• Applies knowledge and practical skills to independently perform some complex tasks
• Conveys the need to use updated project approaches

Client Orientation

• Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
• Proposes options to clients that may better meet their needs than current approaches
• Defines and delivers to agreed standards with clients

Achieving Results and Problem Solving

• Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
• Self-monitors achievement of results according to work plans
• Identifies different stakeholder needs and desired outcomes when planning for outcomes
• Independently solves problems and makes recommendations

Working Together

• Maintains collaborative relationships within the Department
• Works effectively with diverse colleagues in own and other Divisions and Departments
• Flexibly alters positions and adjusts previously stated points of view to support the group consensus
• Follows through on team priorities in the absence of a team leader

Communication and Knowledge Sharing

• Checks with audience’s level of understanding and awareness of required follow up actions
• Consistently seeks and addresses feedback on own performance
• Creates knowledge products endorsed for wider distribution
• Independently amends and clarifies messages and documents

Innovation and Change

• Actively supports work improvement and/or organizational change by work and deed
• Develops and adopts change plans to support Division initiatives on which one works
• Considers current and future client needs in proposing ideas
• Vocalizes early support for change
• Recommends inputs to new policies, systems and processes in immediate work area

Immediate Reporting Relationships / Other Information:

Supervisor: Designated International Staff and senior National Staff

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