Associate Facilities and Asset Management Coordinator, Manila

Closing date: Friday, 22 April 2016

Reference Number: 160319

Department: Office of Administrative Services

Division: Facilities and Asset Management Division

Location: Asian Development Bank Headquarters

Date Posted: Friday, April 8, 2016

Closing Date: Friday, April 22, 2016 11:59 p.m. (2359 Manila Time, 0800 GMT)

Job Purpose

To provide diverse operations and technical support to the Facilities and Asset Management Division in a range of areas, including research and data analysis, budget and personnel management, analytical report preparation and presentation, communication and liaison of activities within the Office of Administrative Services and with other departments and external agencies; assist in confidential matters; and reviews announcements for ADB Today.

Expected Outcomes

Research and Data Analysis/ Budget / Personnel

• Undertakes analytical research, compiles and prepares briefing, progress or ad-hoc reports for supervisor as requested.
• Monitors progress/status of work programs of business units.
• Attends the weekly division meeting and prepares the summary for discussion and updates on issues.
• Under the supervision of the Director, Facilities and Asset Management Division and/or designated senior National Staff, monitors the business units' work performance measurements linked to the business unit and divisional Results-Based Work Plans.
• Assists in data gathering for operations review and analysis.
• Coordinates with budget focal points to obtain budget utilization figures on a regular basis. Ascertains that utilization figures were arrived at using sound basis and are reasonably accurate.
• Assists in the preparation of the annual and midyear budget of the Division.
• Assists in ensuring the effectiveness of the internal control process regarding procurement of goods and services as a user unit.
• Supports the administration of personnel activities, including coordination of staff movements, recruitment, and training and development.

Communications and Report Preparation

• Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB's standards.
• Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines.
• Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
• Assists in the implementation of OHSAS18001 and ISO 14001/50001/20121 initiatives on paper conservation and waste reduction ADB-wide and departmental initiatives like Lean Six sigma. Assists in the implementation of rewards and recognition programs for staff, and gathers feedback from service providers.
• Assists in the preparation of budget-related reports including accruals, reaccruals, administrative expense and annual capex utilization, and quarterly Results-Based Work Plans progress reports.
• Supports the review and consolidation of status reports on service providers contracts engaged by the business units. Assists in monitoring the timely submission of service level agreements of service providers.
• Reviews OAFA's ADB Today announcements relating to implementation of new or revised OAS service guidelines, procedures, additional products and services, ISO-related audits and programs, building operations and facilities maintenance project implementation schedules.

• Acts as Internal Auditor during internal OHSAS 18001 and ISO 14001/50001/20121 audits performed by ISO Secretariat of ADB.
• Assists the business units in monitoring the review and submission of the status reports on implementation of recommendations made by audit reports of the Office of Auditor General.

Coordination/Supervision

• Ensures that the supervisor's instructions are passed on to all concerned staff for proper action and may monitor the status of replies.
• Liaises with ADB staff inside and outside the work area, agency personnel, contractors and service providers as required.

Others

• Performs any other duties as may be assigned and reflected in the incumbent's work plan.

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

Qualifications

Education Requirements

• Bachelor's degree

Relevant Experience

Work Experience

• At least 5 years of work experience

Technical Knowledge

• Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used within ADB; familiarity with computer systems used generally in ADB
• Strong coordination, interpersonal and diplomatic skills and supervisory skills
• Ability to work with individuals from different cultural/national backgrounds
• Thorough understanding of ADB organization and in-depth knowledge of ADB's diverse procedures and operations
• Familiar with operational and administrative procedures and full understanding of the interactions between different ADB work areas and relevant workflows
• Proven ability to work independently
• Working knowledge of OHSAS 18001 and ISO 14001/50001/20121 standards and best practices, and lean six-sigma methodology
• Able to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence

People and Leadership Skills

• Able to liaise and work effectively with staff within own work location
• Able to work collaboratively with teams as a constructive team member
• Excellent command of written and spoken English

Reporting Relationships

• Supervisor: Director, OAFA and/or senior National Staff

We encourage diversity in our workplace and support an inclusive work environment