Senior Finance and Administration Officer - Asian Development Bank - India

India Resident Mission, South Asia Department

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

Job Purpose:

To provide in-depth technical expertise in financial, budgetary, administrative and personnel functions of India Resident Mission and carry out an independent role in overseeing the finance and administration (F&A) functions. To take on all the accountabilities as appropriate to the position, and to demonstrate thorough, substantial and diverse experience, ability to undertake a variety of assignments, and to generally work with minimal supervision.

Expected Outcomes

Financial Management
Responsible for comprehensive financial and accounting management, development and preparation of annual and medium-term business plans and annual and mid-year administrative budgets; preparation, monitoring and utilization of such plans and budgets; and appropriate recording of data and periodic financial and management reporting. This will include the management of expenses related to administration, travel, training, staff consultants and HQ staff in country; and monitoring and managing banking and treasury functions, local imprest systems for processing and payment of goods and services. The incumbent will account for the correct preparation, recording and implementation of payroll for all RM staff.
General Office Administration
Responsible for cost-effective and comprehensive administrative support to the office by ensuring a proper and general upkeep and maintenance of all assets (vehicles, equipment, communication network, etc.); ensure compliance to ISO/OHSAS guidelines, ensuring that assets are adequate and as per requirements. Responsible for planning and implementing procurement and disposal of assets, as may be required. Responsible to advise HQ and organize and facilitate seminars, workshops. Responsible for maintaining all administrative and financial records of the office. Advises Head of Office on safety and security of personnel and property through liaison with UNDSS, government agencies. to develop specific proposals, such as constructing ADB's own offices requiring extensive coordination and liaison with host government agencies and HQ. Provides effective service related to security, communication, travel, shipping, etc.; formulates guidelines for effective functioning and assists with problem solving. Supervises agreement/work orders for maintenance contracts and other contracted services and purchase orders for major acquisitions.
Personnel Administration
Responsible for maintaining personnel and confidential records. Arranges and processes recruitment of local staff, , planning/evaluating job allocation, job rotation, and additional staff requirements, including outsourced services. Responsible for developing and implementing an in-country training program, advising and assisting HQ staff in all actions related to their settlement on joining the RM and on location back to HQ; reviewing staff benefits, such as application for ADB loans, processing these as per policies and procedures and making recommendations to Head of Office; developing, negotiating and finalizing contracts of leases for HQ staff residences. Prepares performance reports of local staff in the Administration Unit.
Logistic Facilities
Responsible for ensuring adequacy and proper arrangement of required logistic facilities, e.g. transportation, workshops, seminars, visas, shipments, customs, etc.
Coordination and Liaison Functions
Liaises with government officials relating to taxes, government duties and facilities. Interacts with other international organization in locality on matters relating to facilities, benefits and administrative developments.
Development and Improvements
Plans for medium/long term developments and required improvements in the functioning of the Office. Develops information systems for improved working and administrative functions. Plans training programs for staff. Formulates administrative guidance and ensures proper compliance for smooth functioning.
Others
Performs other tasks as assigned and reflected in the incumbent’s work plan.

Educational Requirements:

Master's Degree, or equivalent, in business administration, economics, accounting or related fields. Or Bachelor's Degree and at least 5 years as incumbent NS

Relevant Experience And Other Requirements:

Work experience
- Suitability to undertake the responsibilities mentioned above at the required level.
- At least 10 years experience in financial accounting, general office administration, and personnel management.
- Should have worked in a supervisory capacity for at least 6 years.
- Thorough knowledge of ADB's administrative policies.

Technical knowledge
- Strong analytical and excellent written and communication skills with proficiency in English.
- Proven ability to handle a multitude of tasks and to adhere to deadlines while producing professional-quality outputs.
- Demonstrated proficiency in word processing, PowerPoint, spreadsheet analysis, E-Mail, and other information technology.
- Effective report writing in English
- Excellent written and oral communication skills in English and the national language.

People and leadership skills
- Able to mentor National Staff (NS)/Administrative Staff (AS) to facilitate work planning, delivery and quality review
- Strong client orientation
- Able to work collaboratively with teams as a constructive team member.
- Strong interpersonal skills and ability to work as part of a multicultural team.

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: Country Director and/or designated International Staff
- The following staff positions may be supervised by the incumbent:
- National Staff
- Administrative Staff

Important Instructions

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

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