| Reference # | ADB-HR-13-0344 |
|---|---|
| Position Title: | Senior Operations Officer |
| Department | Central and West Asia Department |
| Division | Office of the Director General, CWRD |
| Location | Manila, Philippines |
| Recruitment Type | National and Administrative |
| Date Posted | 20 June 2013 |
| Closing Date | 4 July 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT) |
Job Purpose:
To provide operational and technical support to Central and West Asia Department (CWRD) by performing specialized work of broader responsibilities/greater technical depth, encompassing department-wide accountabilities. To serve as focal person in CWRD for supervising and coordinating the department’s budget preparation for non-staff and staff requirements; undertaking human resources functions with respect to CWRD operational needs and in support of personnel policies/programs and actions including recruitment, performance evaluation and improvement, staff development and training, retreats and recognition programs; and coaching RMs in performing their functions.
Expected Outcomes
Human Resources (HR) Management
- Undertakes HR functions with respect to CWRD operational needs, and in support of personnel policies/programs and actions, including vacancy management, performance evaluation and improvement, staff development and training.
- Compiles, analyzes, and ensures compliance to policy issues on human resource management.
- Consolidates and ensures adherence to performance development plan guidelines.
- Organizes and coordinates RMT retreats and recognition programs.
- Assists in staff skills analysis and staff development, maintains staff specialization database, and prepares staff job descriptions.
Departmental Budget
- 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.
- Supervises the departmental budget preparation, budget reallocation and provides inputs in formulation of procedures and policies on business travel, staff consultants and representation budgets.
- Prepares budget documents, write-ups and analyses (for BRC, WPBF, etc), progress reports of the department’s work program, and year-end accomplishment reports. 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. Endorses expense claims, fees, and travel statements to ensure correctness before forwarding to the Head of Department for approval.
- Advises and coordinates with RMs on budget-related matters including office relocation, budget replenishment, and staff requirements.
- Prepares and analyses monthly report on budget utilization by division and major program activity of business travel and staff consultants.
- Reviews and endorses departmental CMS requests for Deputy Director General’s approval.
- Contributes to the preparation of briefing notes and presentation materials for workshops, conferences, meetings, and seminars.
- 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.
- Supervises the departmental budget preparation, budget reallocation and provides inputs in formulation of procedures and policies on business travel, staff consultants and representation budgets.
- Prepares budget documents, write-ups and analyses (for BRC, WPBF, etc), progress reports of the department’s work program, and year-end accomplishment reports. 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. Endorses expense claims, fees, and travel statements to ensure correctness before forwarding to the Head of Department for approval.
- Advises and coordinates with RMs on budget-related matters including office relocation, budget replenishment, and staff requirements.
- Prepares and analyses monthly report on budget utilization by division and major program activity of business travel and staff consultants.
- Reviews and endorses departmental CMS requests for Deputy Director General’s approval.
- Contributes to the preparation of briefing notes and presentation materials for workshops, conferences, meetings, and seminars.
Administrative Functions
- Screens and endorses requests for IT services via the RITS system. Keeps department staff informed of IT projects and plans. Verifies inventory of CWRD’s software and hardware and coordinates computer hardware/software replacement/upgrading. Departmental Coordinator for assigning OICs, staff out of office, country team leads, and new EAs in the Oracle system.
- Coordinates with OAS the requirements of CWRD for office space/allocations.
Others Performs other tasks as assigned and reflected in the incumbent’s work plan
Educational Requirements:
- Bachelor’s degree preferably with Master's Degree or equivalent
Relevant Experience And Other Requirements:
Work Experience
- At least 8 years relevant professional experience in multilateral management systems and procedures; and at least 4 years of supervisory experience
- Experience in strategy and policy planning, design and processing issues in ADB or similar multilateral development institutions.
Technical Knowledge
- Knowledge of multilateral development bank's business processes and regional operations.
- Strong capability and background in research, HR-related matters and budget management
- Strong computer application skills, including Word, Excel, PowerPoint, and database management software.
- Effective report writing in English.
People and Leadership Skills:
- Able to manage AS staff to facilitate work planning, delivery and quality review.
- Able to work in a multicultural environment.
- Able to work collaboratively with teams as a constructive team member.
- Excellent 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: Director General/Deputy Director General and/or designated International Staff
- The following staff positions may be supervised by the incumbent:
- Administrative Staff
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