Associate Operations Officer - Asian Development Bank - Manila, Philippines

Operations Coordination Division, PSOD, Private Sector Operations Department

Closing Date: 20 March 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To analyze/monitor and coordinate the department's operational and administrative activities such as work program and budget preparation and monitoring; consolidate information across a number of work areas (e.g. across the divisions, monitoring of activities related to Country Partnership Strategies); assist in administering on-going technical assistance (TA) 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:
Operational and Administrative Support

• Assists in the preparation and implementation of the department’s annual program of seminars, conferences and trainings which include arrangements for coordination of all logistical support.
• Assists outposted staff in resident missions to address operational and administrative issues.
• Coordinates with the Office of Administrative Services on the department’s requirements for offices and workstations.
• Coordinates with the Office of Information Systems and Technology by serving as one of the IT coordinators of the department.
• Provides necessary inputs that may be required by the department’s management team.
• Performs administrative functions to support Department Head including, among others, monitoring documents that require consolidated responses from the department.
• Monitors schedules and activities related to Country Partnership Strategies.
• Monitors the department’s TA allocation and utilization.
• Assists in TA administration as required.

Budget Preparation and Monitoring
The staff will serve as the department’s alternate budget coordinator. As alternate budget coordinator, the staff is expected to:

• Contribute to the department's budget process for staff consultants, business travel, and representation by reviewing and analyzing annual budget, mid-year estimates, revised estimates, and actual budget expenses for the year.
• Coordinate the departmental annual budget submissions, budget transfers, budget overruns and underruns; provides inputs in formulation of procedures and policies on business travel, staff consultants and representation budgets.
• Assist in the preparation of the midyear budget review.
• Prepare monthly report on the department's budget utilization on business travel, staff consultants, representation and overtime.
• Consolidate and prepare the department's annual budget requirements for equipment, non-standard supplies and printing of publications.

Database Management

• Acts as the administrator of the department’s electronic storage and retrieval system. As administrator, the staff will manage security settings, update standard operating procedures and develop the file taxonomy as needed.
• Acts as the administrator of the department’s document log system.
• Supervise the department’s records management requirements.

Knowledge Products

• Serves as the website manager of the department’s external website.
• Serves as the focal point for internal communication requirements such as ADB Today.
• Oversees the production and updating of the department’s general brochure and collaterals.

Others

• Performs other duties/functions that may be assigned as reflected in the incumbent’s workplan.
• Provides technical and logistical support to the department’s management as needed.

Educational Requirements:

• Bachelor’s degree in economics, finance, business administration or a field related to development; preferably with advanced training

Relevant Experience And Other Requirements:

Work experience
- At least six years of work experience in relevant area.
Technical knowledge
- Extensive knowledge of ADB procedures and policies in a wide range of areas including project processing, project administration, accounting, budgeting and general administration.
- Ability to research, analyze and check data from external and internal sources, reconcile or explain inconsistencies and perform statistical calculations.
- Proficiency in database management methods.
- Knowledge of word processing, graphics and other computer software.
- Ability to conduct analyses of operational and procedural issues and make recommendations to improve the effectiveness of the department's operational work.
- Strong analytical thinking with ability to analyze relationships among several parts of a problem or situation; break down a complex task into manageable parts in a systematic way; recognize several likely causes of events or several consequences of actions; and anticipate obstacles and think ahead about next steps.
People and leadership skills

• Able to effectively interact with staff at all levels within and outside department
• Able to work collaboratively with teams as a constructive team member.
• Strong oral and written communication skills in English

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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