Associate Finance and Administration Officer - Asian Development Bank

India Resident Mission, South Asia Department

Closing Date: 28 March 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

 

Job Purpose:

To provide technical and administrative coordination and guidance in the area of finance and administration and to plan and coordinate the building maintenance activities for the safe, efficient and economical operation and maintenance of INRM’s engineering services.

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:
Engineering and Building Operations and Maintenance
- Plans for the upgrade, improvement and rehabilitation of facilities and engineering equipment operations in line with new developments in technology, government regulations, EHSMS requirements and LEED guidelines. Ensures that these are completed on schedule and within the approved budget.
- Assists Senior Finance & Administration Officer at INRM in preparing and evaluating documents/engineering design proposals related to major projects, activities and other initiatives of the unit.
- Ensures continuous operation of essential building services by making himself/ herself available for duty during holidays and in times of emergencies like storms, civil disturbances, etc.
- Coordinates with government agencies concerned in securing permits and licenses for the operation of various engineering services.
- Assists in the continual improvements as part of ISO, LEED and other certifications.
- Supervises the outsourced building maintenance and facility management team, security staff, janitorial staff and ensures that all building services such as air conditioning, power and water supply, lighting, sewage, elevators, fire protection and other office equipment are maintained properly and operate efficiently.
- Acts as INRM’s Safety Officer by implementing and enforcing safety control measures to mitigate occupational risk associated to health and safety of staff, consultants, service providers and contractors.
- Implements and controls Business Continuity programs during crisis and emergency situations by ensuring the presence and availability of service providers.
Building, Grounds, Landscape, Janitorial, Integrated Pest and Waste Disposal Services
- Plans, coordinates, and oversees work programs of service providers by ensuring their timely implementation in accordance with work specifications, Service Level Agreement (SLA) and contract value
- Ensures that building service requests are attended to promptly and within the scheduled time frame.
- Regularly coordinates the outcome of the SLA for each service contract and brings to the attention of any non-conformance to work specifications and standards
- Reviews service contracts periodically to achieve outputs in terms of cost efficiency by coordinating and overseeing the preparation of the Performance Evaluation Reports.
Budget and Financial Management
- Analyzes and prepares annual and mid-term review of capital, operational and administrative budgets; and monitors the utilization of such budgets.
- Coordinates financial and accounting management. This includes the management of expenses related to administration, travel, staff consultants and Technical Assistance (TA/RETA).
- Supports the processing of contractual staff payroll and benefits for local staff.
OthersPerforms other tasks as assigned and reflected in the incumbent’s workplan.

Educational Requirements:

- Bachelor’s degree in engineering, science, or related fields; preferably with advanced training in building operations and maintenance and commercial background.

Relevant Experience And Other Requirements:

Work experience
- At least 6 years of work experience in building engineering and maintenance services.
- Experience in applying expertise in an international setting.

Technical knowledge
- In-depth knowledge of building safety rules and regulations.
- Awareness of the application of Environment Health and Safety Management System in Building Facilities and Services.
- Technically oriented, solid working knowledge in different aspects of building maintenance including minor renovation/construction work, plumbing, electric wiring, carpentry, etc.
- Good working knowledge of janitorial and sports/recreational activities, and meetings/conference arrangements.
- Sound knowledge of standard office software.
- Familiarity with local languages and institutions.
- Strong oral and written communications skills in English
People and leadership skills
- Ability to establish and maintain productive contacts with appropriate officials of host government, donor agencies and executing agencies.
- Good interpersonal and communication skills are desirable.
- Ability to work with individuals from different cultural/national backgrounds.

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/or Senior National 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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