| Reference # | ADB-HR-13-0342 |
|---|---|
| Position Title: | Associate Operations Officer |
| Department | East Asia Department |
| Division | Office of the Director General, EARD |
| 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 be the focal point in East Asia Department (EARD) for analyzing/monitoring and coordinating the department's operational and administrative activities such as work program and budget preparation and monitoring, recruitment, performance evaluation and improvement, staff development/training; and to consolidate information across a number of work areas (e.g. across the divisions/resident missions of a department).
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:
Budget Preparation and Monitoring
Contributes 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; coordinates the departmental budget submissions, budget transfers, budget overruns and underruns; provides inputs in formulation of procedures and policies on business travel, staff consultants and representation budgets. Liaises with Budget and Management Services Division on the department's budget requirements and utilization. Assists in the preparation of briefing notes, issues papers and presentation materials for midyear and revised budget review. Reviews, consolidates and prepares the department's submission on the budget year-end report relating to staff-years utilization and staff time coefficients. Prepares semi-monthly report on the department's budget utilization on business travel, staff consultants, representation and overtime. Consolidates and prepares the department's annual budget requirements for equipment, non-standard supplies and printing of publications. Provides inputs on the department's quarterly and annual report on operations and administration. Reviews expenses, claims, fees and travel statements ensuring payment only for work that has been requested which supports the units work program before forwarding to the Head of Department for approval.
Work Program
Contributes to the department's preparation of work program and budget resource requirements which becomes the basis for the Three Year Rolling Work Program and Budget Framework and eventually, the preparation of the annual budget; prepares the quarterly report on work program progress and budget utilization of business travel and staff consultants. Reviews, analyzes, and consolidates divisions/RMs outputs in the preparation of assigned plans, programs and reports to ensure their accuracy and consistency with ADB's requirements and frameworks.
Budget Support Systems
Maintains and administers the department Budget Monitoring and Control Systems (BMCS) by providing technical support to users on systems implementations and operations; conducts users training; ensures timely preparation and dissemination of reports to users; coordinates with Office of Information Systems and Technology (OIST) on systems problems and enhancements; and coordinates activities for provision of computer services and technical support to EARD on office automation.
Human Resources Management
Provides analytical support on the human resource and staff management issues, including recruitment, performance evaluation and improvement, staff development and training. Monitors and prepares status report on EARD staff vacancies. Mentors the new staff in the division. Provides assistance in consolidating and reviewing staff work plans. Provides assistance in consolidating and reviewing completeness of interim and annual performance development plan reviews.
Policy Review and Analysis
Compiles and analyzes policy issues relating to work program and budget framework and human resource management.
Database Management
Assists in the development and maintenance of EARD intranet websites for country information for assigned DMCs and profiles of donor assistance in each DMC. Maintains database on the milestone event of loans and TAs under processing to monitor progress of the projects and for preparation of status of activities. Provides access to EARD staff on the department's database.
Operational and Administrative Support
Assists in the preparation and implementation of EARD's annual program of seminars, conferences and trainings which include arrangements for coordination of all logistical support. Assists resident missions to address operational and administrative issues. Coordinates with Office of Administrative Servicesa on EARD's requirements for office/space accommodation and with OIST on the information technology services. Provides necessary inputs that may be required by EARD Regional Management Team. Performs administrative functions to support Department Head including, among others, reviewing/clearing correspondence received from the division/resident missions relating to budget and personnel/administrative matters prior to approval.
Performs other duties/functions that may be assigned as reflected in the incumbent’s workplan.
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.
- 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.
- 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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