| Reference # | ADB-HR-13-0371 |
|---|---|
| Position Title: | Associate Facilities Planning and Management Officer (Energy, Environment, Health, and Safety Management) |
| Department | Office of Administrative Services |
| Division | Facilities Planning and Management Unit |
| Location | Manila, Philippines |
| Recruitment Type | National and Administrative |
| Date Posted | 28 June 2013 |
| Closing Date | 12 July 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT) |
Job Purpose:
The position is responsible for planning, directing, controlling, and overseeing the implementation of the integrated Energy, Environment, Health, and Safety Management System (E2HSMS) of ADB, based on ISO 14001/ISO 50001/OHSAS 18001 standards, and Green Building certification under LEED guidelines. Under the guidance of supervisor/s, the Associate Officer is expected to oversee E2HSMS related service contracts and service legal agreements.
Expected Outcomes
Under the guidance of a senior staff, contributes independently by completing a variety of tasks assigned, covering all or a combination of the following functions:
Planning and Development
- Contributes to the formulation of annual work program for implementation of Energy, Environment, Health, and Safety Management System (E2HSMS) policy, and Green Building Certification.
- Reviews objectives, targets and programs on energy, water, paper, electricity and solid waste reduction.
- Coordinates with Energy Conservation Committee, Paper Conservation Committee, Water Conservation Committee and Solid Waste Reduction Committee to achieve resource conservation objectives, targets and programs.
- Coordinates with service providers in the HQ in the development and formulation of guidelines/best practices on ADB facilities and building operations.
- Maintains reviews and updates E2HSMS documents such as Policy Manual, Procedures Manual and Guidelines and Best Practices Manual.
Implementation and Operation
- Coordinates with other departments of ADB the implementation of E2HSMS.
- Coordinates and organizes annual E2HSMS Management Review Meetings in preparation for Annual Surveillance Audit
- Provides regular updates on resource conservation/ISO contribution to ADB sustainability.
- Responds to internal and external queries on ISO concerns from interested parties.
- Oversees and controls all the corrective and preventive actions that are undertaken by service providers in the HQ.
- Coordinates and conducts annual off-site internal ISO audits of service contractors for legal compliance and standards.
Training and Communication
- Conducts regular orientation/training of new ADB staff, contractors, consultants and service providers, on ISO 14001/ISO 50001/OHSAS 18001 standards and provides continuing E2HSMS orientation sessions to sustain ISO awareness in ADB.
- Conducts feedback seminars to interested and relevant sections/departments on external trainings attended by working group members for updating information and learning.
- Coordinates annual training program for skills enhancement of internal auditors.
- Provides write-ups/articles for posting to ADB newsletters/brochures.
Monitoring and Measurement
- Initiates and coordinates monitoring of:
- Indoor air quality in work stations and different section of ADB;
- Drinking water quality monitoring;
- Pollution prevention parameters such as water quality in sewage treatment plant, air quality in generator sets, solid waste generation and disposal; and
- Measurement of resource conservation parameters such as reduction in water consumption, electricity consumption, paper utilization and solid waste reduction as part of corporate social responsibility.
Audit and Review
- Participates in the formulation of Annual Internal Audit Plan to ensure implementation and monitoring of objectives, targets and programs; supervises and reviews the conduct of annual internal audit by auditors.
- Coordinates updates and monitors CPAR Monitoring Sheets and Internal Audit Observation Sheets.
- Coordinates once-a-year external audit.
Database and Webpage Maintenance
- Oversees the maintenance of ISO webpage/database on policies/best practices/guidelines.
- Maintains reports of emergencies, incidents, accidents or near misses and respective responses as part of OHSAS 18001 requirements.
- Maintains the ISO webpage with Office of Information Systems and Technology, including updates, upgrades and reformats.
Contracts Administration
- Coordinates with various service providers to ensure proper implementation of contracts and evaluates their performance.
- Reviews service contracts and prepares Work Performance Statements and Service Level Agreements in accordance with established policies and guidelines of ADB.
Others
- Other duties that may be assigned as reflected in the incumbent’s work plan.
Educational Requirements:
- Bachelor's degree in Science/Environmental Studies, environmental management, and related fields; preferably with advanced training
Relevant Experience And Other Requirements:
Work experience
- At least 6 years’ experience in a relevant field.
Technical knowledge
- Ability to analyze procedural, operational and strategic issues in environmental impact assessment/risk assessment and make recommendations to improve effectiveness of E2HSMS and LEED implementation.
- In-depth knowledge of environmental management system (EMS) implementation.
- Thorough knowledge of ADB's standard computer applications.
People and supervisory skills
- Ability to develop rapport internally and externally in a multicultural environment.
- Effective report-writing and 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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