Operations Analyst

Reference #             ADB-HR-13-0694

Position Title:         Operations Analyst

Department             Operations Services and Financial Management Department

Division                     Operations Management Unit, OSFMD

Location                     Manila, Philippines

Recruitment Type National and Administrative

Date Posted             29 October 2013

Closing Date            12 November 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To provide coordination assistance to Operations Services and Financial Management Department (OSFMD) capacity development program designed to support regional departments (RD). Operate and maintain OSFMD’s training calendar, assist in processing and implementation of Regional Technical Assistance (RETAs) projects, manage expenses against the RETAs; as well as take overall responsibility for coordination and implementation of training programs according to the approved annual training calendar.

Expected Outcomes

Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors (International Staff and/or senior National Staff):

Support for Capacity Development and Knowledge Sharing

• Assists in preparation of RETA paper to support the capacity development program of OSFMD. As necessary, prepares statistical data and cost estimates in coordination with Travel Unit, Office of Administrative Services and Controller’s Department (CTL) and summarizes evaluation of seminars conducted by facilitators for incorporation in a future RETA paper. Maintains a tolling budget for expenditure against the relevant RETAs. Liquidates all advances in full with CTL approval.

• Prepares draft annual OSFMD training calendar after undertaking training needs assessment in liaison with the Regional Departments (RDs). The training programs include in-house, country and regional seminars such as Procurement Accreditation Skills Scheme (PASS), Results Focused Project Design and Management, Project Implementation and Administration, procurement clinics and any other capacity development event. Assists in wider dissemination of the approved training calendar to all stakeholders. Maintains regular log of training needs as identified by the RDs during the year and incorporation in the training calendar after necessary approval of OSFMD management.

• Consults RDs concerned regarding designation of staff to act as resource speakers in seminars. Prepares draft correspondence with sector divisions, resident missions (RMs), and governments for all communications on the conduct of regional and country seminars and training courses. Assists in selection of participants in consultation with RDs; screens qualifications of candidates and participants for strictly following established criteria; assists concerned developing member countries (DMCs) or government agencies in selection of participants for country training programs.

• Handles arrangement on venue of seminars, hotel bookings, visa requirements, payment of per diem, insurance coverage, news release, photo coverage, city tours, social events, etc. Initiates improvement in internal/external administrative arrangements by coordinating with venue management staff and/or ADB’s events management team.

• Coordinates and liaises with CTL in reviewing and processing financial matters of training programs. Maintains a tolling budget for expenditure against the relevant TAs. Liquidates all advances in full with approval from CTL. Continues to monitor RETA activities in the technical assistance information system (TAIS) and provides progress reports as requested.

• Supports other staff in the preparation of related course/presentation materials. Prepares information briefs, brochures and flyers as required by the capacity development team.

• Maintains/updates OSFMD intranet (Opspedia) in liaison with other focal points in OSFMD. Provides support to capacity development team in liaising with Department of External Relations for ADB external website.

• Provides support to all activities relating to Community of Practice (CoP) Operations.

Others
Performs other duties as may be assigned and reflected in the incumbent’s workplan.

Educational Requirements:

Bachelor’s degree in Economics, Business Administration, or any other social science

Relevant Experience And Other Requirements:

Work experience
• At least 5 years of relevant professional experience

Technical knowledge
• Extensive analytical skills
• Understanding of accounting concepts and methodologies
• Detailed knowledge of office policies and procedures and administrative functions on loan administration and publication
• Working knowledge of ADB-adopted computer applications and database management systems, HTML, homesite and other web-based tools would be an advantage.

People and leadership skills
• Able to liaise and work effectively with staff within own work location and throughout ADB
• 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
• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation
• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving
• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together
• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing
• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change
• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

Supervisor: Designated International Staff and Senior National Staff

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