| Reference # | ADB-HR-13-0341 |
|---|---|
| Position Title: | Associate Facilities Planning and Management Officer (Engineering) |
| Department | Office of Administrative Services |
| Division | Facilities Planning and Management Unit |
| Location | Manila, Philippines |
| Recruitment Type | National and Administrative |
| Date Posted | 19 June 2013 |
| Closing Date | 3 July 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT) |
Job Purpose:
To plan, coordinate and control the maintenance program and services of the ADB-HQ building facilities for a safe, efficient and economic operation.
To provide technical and administrative support to the Unit Head, OAFA-FM in preparing, monitoring and controlling the unit's administrative budget, capital expenditures and special capital budgets, maintaining data base; and contracts administration.
Expected Outcomes
Under the guidance of the designated International Staff, contributes independently to the work of the unit by completing a variety of tasks assigned, covering all or a combination of the following functions.
Engineering and Building Operations and Maintenance
On a daily basis, plans, coordinates and controls the maintenance activities of the building facilities maintenance team and service provider’s staff to ensure that all building services and facilities such as function rooms, comfort rooms, board rooms, offices, executive dining and cafeteria, recreational areas including walls, ceilings, flooring, plumbing, fixtures and others are properly maintained on a regular basis.
Assists in reviewing programs for the upgrade, improvement and rehabilitation of building engineering facilities and operations in line with new developments in technology, government regulations, Energy, Environment, Health, and Safety Management System requirements and LEED guidelines. Ensures that these are completed on schedule and within the approved budget.
Contributes in the preparation and evaluation of documents/engineering design proposals related to major projects, activities and other initiatives of the unit.
Assists in coordinating with government agencies concerned in securing permits and licenses for the operation of various engineering services.
Contracts Administration
Reviews service contracts, coordinates and prepares Work Performance Statements and Service Level Agreements in accordance with established policies and guidelines of ADB. Clarifies issues/ queries in coordination with project managers and OAIS-PC.
Assists in the evaluation of technical and financial bids and provides recommendations in the selection of the most complying bidder/s.
Coordinates the proper implementation of the contracts by ensuring that service contractors comply with the contract provisions. Oversees the turnover/transition period and familiarizes new service contractors with ADB systems, policies and procedures.
Reviews performance evaluation of service contractors with shift engineers, project managers and Unit Head, OAFA-FM. Discusses areas for improvement with service contractors.
Budget Planning and Control
Coordinates and supervises the preparation of annual, mid-year review and post-evaluation of the unit’s administrative budget and capital expenditures, including special capital budget requirements.
Monitors the performance and financial status of the different service contracts by analyzing the utilization, commitments and disbursements for discussion with Unit Head, OAFA-FM and project managers.
Coordinates the purchase of equipment and tools, spare parts, engineering supplies and materials, and related service by providing supporting documents to ensure efficient procurement. Verifies Requests for Purchase of goods and services in the Oracle system for final disposition by Unit Head, OAFA-FM.
Administrative Support
Coordinates the prompt response to requests for engineering services through the Building Service Request.
Drafts reports and correspondences related to the unit’s administrative requirements including preparation of monthly accomplishment reports, review of AOs, audit reports, best practices and other related procedures/guidelines.
Performs other duties as may be assigned and reflected in the incumbent’s work plan.
Educational Requirements:
- Bachelor’s degree in Engineering or Building Architecture, Licensed Professional or Registered Engineer/Architect; preferably with advanced training
Relevant Experience And Other Requirements:
Work experience
- At least 6 years of work experience in Building Engineering and Maintenance Services within a large organization, and/or at least 5 years work experience as Assistant Building Maintenance Engineer or Architect
Technical knowledge
- Thorough knowledge of the operation of ADB’s building services and equipment, maintenance, repair and installation requirements.
- In-depth knowledge of ADB’s safety rules and regulations. Awareness of the application of
- Energy, Environment Health and Safety Management System and LEED guidelines in Building Facilities and Engineering Operations.
- Excellent engineering problem solving skills and extensive theoretical knowledge of engineering techniques.
- Effective report-writing and communication skills in English
- Proficiency with computer-based applications.
People and leadership skills
- Able to guide Administrative Support (AS) staff to facilitate work planning, delivery and quality review
- Able to liaise and work effectively with government officials within own work location
- Able to work collaboratively with teams as a constructive team member.
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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