| Reference # | ADB-HR-13-0320 |
|---|---|
| Position Title: | Associate Asset Management Officer |
| Department | Office of Administrative Services |
| Division | Asset Management and Commercial Services Unit |
| Location | Manila, Philippines |
| Recruitment Type | National and Administrative |
| Date Posted | 31 May 2013 |
| Closing Date | 17 June 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT) |
Job Purpose:
To provide administrative support in the oversight of the (a) financial management, internal control and operations of Public Information Center’s (PIC); and (b) inventory management and disposal of ADB assets. Key results area include planning and implementing inventory management system, issuance and storage of all stock items including ADB publications and corporate souvenirs, and disposal of ADB assets. Also responsible for the outsourcing of related contracts; and preparing work performance statements (WPS) and service level agreements (SLA). Contributes to the development and enhancement of programs to streamline the Unit’s work processes, database system administration and maintenance.
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):
PIC Financial Management and Stores Operations
- Supervises the daily stores operations by implementing internal controls to ensure fulfillment of external orders, correct and accurate accounting of cash receipts, charge slips, and check payments.
- Coordinates the maintenance of PIC retail management system and credit card terminals to ensure continuous operations.
- Handles revolving fund including analysis and preparation of monthly bank reconciliation report, cash flow statements, periodic cash count of store funds, and statistical report on sales.
- Monitors and ensures the procurement requests for both goods and services are promptly raised within the acceptable timeframe and approved budget.
- Ensures that merchandise including procurement, contracts, quality control and management souvenirs adhere to the visual identity system (VIS), and pricing guidelines of new publications are endorsed and coordinated with DER.
- Coordinates and oversees display of publications at ADB sponsored events and in strategic areas at ADB-HQ.
- Enforces good housekeeping practices and safety regulations by ensuring that service providers are familiar with ADB’s ISO14001/OHSAS18001 initiatives.
- Monitors the circulation of printed publications and works with DER and other concerned departments/offices to support reduction of paper consumption.
Asset Management and Warehousing
- Plans, coordinates and implements proper inventory control by ensuring effective acquisition/acceptance/accounting/issuance/recording of all stock items like office, reproduction, computer-related supplies, equipment, furniture parts, engineering, maintenance, supplies, tools, food services supplies, minor kitchen equipment, ADB publications like books, journals, training and awareness-raising materials, and corporate souvenirs.
- Ensures proper identification, and location of stocks, compliance with ISO 14001/OHSAS 18001 standards, and conduct of physical/cycle counts in all warehouses.
- Coordinates and ensures all equipment are properly accounted for, tagged and recorded in the Unit’s database prior to issuance to end-users.
- Implements storage space allocations in coordination with OAFA-FM, OAFA-AC, OIST and DER.
- Provides recommendations for the development and enhancement of asset management systems and procedures.
- Ensures compliance to set systems and procedures by service providers and ADB staff.
Database System Maintenance and Administration
- Handles the classification, re-classification, addition, deactivation and set up of all stock and non-stock items like office, engineering, maintenance supplies, tools, furniture parts, food services supplies, minor kitchen equipment, ADB publication and corporate souvenirs in the Unit’s database in coordination with OAFA-AC, OAFA-FM, OAIS-LM, OIST and DER.
- Conducts and coordinates testing of features and facilities of the Unit’s database in consultation with OIST.
- Analyzes inputs and recommends enhancements of business processes and reports generated from the Unit’s database, acts/responds to suggestions, and coordinates required actions.
- Updates and assists users of the Request for Purchase (RP) and ADB Facility Supply Request.
- Ensures accuracy of the master catalogue of engineering and maintenance supplies, tools, equipment, ADB publications and corporate souvenirs.
Asset/Supplies Issuance and Monitoring
- Ensures completeness, accuracy and proper approval of all requisition forms received electronically for engineering and maintenance supplies, tools, furniture parts, food services supplies, minor kitchen equipment, ADB publications and corporate souvenirs.
- Ensures that approved requisitions are attended to promptly and delivered within scheduled time frame by the service providers.
- Oversight the maintenance, organization and update of issuances, receipts, returns, of warehousing materials and tools on a daily basis.
Inventory Control
- Ensures integrity of inventory by implementing regular reconciliation of discrepancies between system entries, bin cards and physical stocks of office, engineering and maintenance supplies, tools, furniture parts, food services supplies, minor kitchen equipment, ADB publications and corporate souvenirs.
- Analyzes and coordinates stock levels with OAFA-AC, OAFA-FM, OAIS-LM, OIST and DER to ensure timely replenishment and availability.
- Ensures integrity of served requisitions by enforcing corrective actions and recommending enhancements to existing internal control measures.
- Analyzes historical records of slow moving/obsolete and spoiled engineering and maintenance supplies, tools, furniture parts, food services supplies, minor kitchen equipment, ADB publications and souvenirs, and recommends them for disposal in coordination with OAFA-AC, OAFA-FM, OAIS-LM, OIST and DER.
- Implements inventory control, regulations and procedures in accordance with approved guidelines.
Contracts Administration Support
- Responsible for Unit’s overall outsourcing program and its related contracts. Conducts market research on new services and develops WPS/SLA.
- Participates in pre-bid conferences, clarifies concerns of prospective bidders and provide recommendations in the selection of the most complying bidder/s.
- Regularly coordinates the outcome of the SLA for each supplies/publications/ warehousing/delivery/disposal service contracts, and brings to the attention of the International Staff/senior National Officer any non-conformance to work specifications and standards.
- Reviews service contracts monthly to achieve outputs in terms of accuracy, timeliness and cost efficiency by preparing monthly performance evaluation reports.
Administrative Support
- Prepares standard correspondence and minutes of meetings with service providers and ADB staff in HQ.
- Oversees the asset and scrap disposal operations by ensuring compliance to ISO14001/OHSAS18001 standards and internal control measures.
Others
- Performs other duties as may be assigned and reflected in the incumbent’s work plan.
Educational Requirements:
- Bachelor’s degree major in Business Administration, Engineering or Accounting, preferably with advanced training
Relevant Experience And Other Requirements:
Work experience
- At least 6 years of relevant professional experience
- Extensive experience in managing major book and office supplies’ stores is an advantage
Technical knowledge
- In-depth knowledge of ADB policies, guidelines and procedures in store operation, warehouse management, procurement and storage and disposal of office, engineering supplies, tools, ADB publications and corporate souvenirs.
- Thorough knowledge and understanding of store and asset management methodologies and practices.
- Working knowledge of ADB-adopted computer applications and familiarity with existing database management systems, point of sales system and other relevant inventory software and data analysis tools
- Adequate knowledge in asset handling and safekeeping of dangerous and combustible materials, chemicals, gases and compounds.
- Solid knowledge on maintenance of engineering materials, tools and equipment and in operating various materials handling equipment, such as forklift, pallet truck, etc
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
- 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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