Associate Facilities Planning and Management Officer (Project Management), Manila

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losing date: Thursday, 7 May 2015

Reference Number: ADB-HR-15-0296

Department: Office of Administrative Services

Division: Facilities Planning and Management Unit

Location: ADB HQ

Date Posted: Wednesday, 22 April 2015

Closing Date: Thursday, 7 May 2015 5:00 p.m. (1700 Manila Time, 0800 GMT)

Job Purpose

To supervise and manage facilities management service contracts and projects at ADB Headquarters (HQ), Business Continuity Facility (BCF) and Field Offices (FO). Assists in the technical aspects of planning and documentation; monitoring expenditures and cost control measures; and administering and maintaining implementation of projects and service contracts for the establishment of facilities for ADB.

Expected Outcomes

Under the guidance of a senior staff, contributes independently to the work unit by completing a variety of tasks assigned, covering all or a combination of the following functions

Architectural Design

• Provides detailed research and feasibility studies before implementing major construction projects, renovation and repair works.
• Assesses and evaluates the need for architectural and engineering (A&E) services, prepares and evaluates terms of reference for facilities services.
• Provides the Lead Facilities Planning and Management Specialist with useful information from nationally accredited professional organizations to benefit ADB's construction activities.
• Reviews and assesses plans, specifications, bills of materials and cost estimates in the development or alteration of physical facilities.
• Provides calculations to ensure that projects are completed within budget and schedule.
• Examines and checks drawings and specifications to verify adequacy of information and consistency with the bill of quantities and contract document.
• Coordinates planned work with other trades and specialties.

Project Management

• Coordinates with A&E firms engaged in a project to ascertain that ADB goals are met.
• Provides A&E firms with pertinent data needed to efficiently perform their tasks.
• Reviews and analyzes proposals basing recommendations on aesthetics, economy and feasibility of bids.
• Supervises the project implementation assistant tasked to monitor and evaluate projects.
• Evaluates and recommends changes to material specifications and building construction methods to superior or equivalent type.
• Evaluates and certifies contractors' claims for payment, variation orders, extra contractual claims and other contractual documents; advises the Lead Facilities Planning and Management Specialist of any variation in work and anticipated underrun/overrun of budget and reasons thereof.

Administration of Building Facilities Service Contracts

• Plans and coordinates implementation of service contracts related to maintenance of building facilities and grounds.
• Evaluates performance of service providers against the service level agreement and work performance statement.
• Ensures quality management tools (Statistical Process Control, Six-sigma) are deployed, and E2HSMS (Environment, Energy, Health and Safety Management System (ISO14001, OHSAS 18001, ISO 50001) best practices are adopted to increase performance of service quality.

Administrative Support

• Makes arrangements to obtain permits and approval of authorities for the installation and operation of various facilities and equipment including handling, directing and preparing memos, correspondences and other related communications.

Others

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

Education Requirements

• Bachelor's degree in Architecture or Civil Engineering;
• Registered Professional Architect or Civil Engineer; preferably with advanced training

Relevant Experience

Work experience

• At least 6 years work experience in planning, design and construction.

Technical knowledge

• Technically oriented, able to read and interpret building floor plans, solid working knowledge in different aspects of building maintenance including minor renovation/construction work, plumbing, electric wiring, air conditioning, carpentry, etc.
• Excellent engineering/architectural problem solving skills
• Awareness of the application of quality management tools and E2HMS in Building Facilities and Services
• Proficiency in the use of MS Office and other productivity tools

People and supervisory skills

• Strong supervisory skills and excellent problem solving skills
• Skills in dealing with service contractors and the ability to interact with senior officers of various agencies/organizations
• Good command of written and spoken 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

Supervisor: Designated International Staff and senior National Staff

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

Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.

Apply for this Vacancy

Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.