Employment

1. IMMEDIATE REPORTING RELATIONSHIPS: Country Director, Sri Lanka Resident Mission (SLRM)

2. JOB PURPOSE: To provide in-depth technical expertise in financial, budgetary, administrative and personnel functions of the Resident Mission. At these levels incumbents are expected to take on all the accountabilities as appropriate to their respective position, and should be able to demonstrate thorough, substantial and diverse experience, ability to undertake a variety of assignments, and to generally work with minimal supervision.

3. EXPECTED OUTCOMES: Financial Management Takes responsibility for comprehensive financial and accounting management, development and preparation of annual and medium-term business plans and annual and mid-year administrative budgets; preparation, monitoring and utilization of such plans and budgets; and appropriate recording of data and periodic financial and management reporting. This will include the management of expenses related to administration, travel, training, staff consultants, TAs, and HQ staff in country; and monitoring and managing banking and treasury functions, local imprest systems for processing and payment of goods and services. Takes responsibility for the correct preparation, recording and implementation of payroll for all RM staff. General Office Administration Assumes responsibility for cost-effective and comprehensive administrative support to the office by ensuring a proper and general upkeep and maintenance of all assets (vehicles, equipment, communication network, etc.); maintaining a proper inventory, and ensuring that assets are adequate and as per requirements. Responsible for planning and implementing procurement and disposal of assets, as may be required. Responsible to advise HQ and organize and facilitate seminars, workshops. Responsible for maintaining all administrative and financial records of the office. Responsible, as may be assigned, to develop specific proposals, such as constructing ADB's own offices requiring extensive coordination and liaison with host government agencies, and HQ. Provides effective service related to communication, travel, shipping, etc.; formulates guidelines for effective functioning and assists with problem solving. Supervises agreement/work orders for maintenance contracts and other contractual services and purchase orders for major acquisitions. Institutional Procurements and Contract Administration Takes responsibility for ensuring adherence to relevant ADB procedures and guidelines governing institutional procurement of goods and/or services, and the administration of contracts for such goods and/or services. Ensures contract agreements are in accordance with ADB requirements. This will include contractual staff services, security services, maintenance services, office equipment, office supplies, etc. Personnel Administration Takes responsibility for maintaining personnel and confidential records. Arranges and processes recruitment of contractual and/or outsourced staff, planning/evaluating job allocation, job rotation, and additional staff requirements. Responsible for developing and implementing an in-country training program, advising and assisting HQ staff in all actions related to their settlement on joining the RM and on location back to HQ; reviewing staff benefits, such as application for ADB loans, processing these as per policies and procedures and making recommendations to the CD; developing, negotiating and finalizing contracts of leases for HQ staff residences. Prepares evaluation (PDP) of local staff and contractual staff in the Finance and Administration Unit. Internal Audit Functions Liaises with the Office of the Auditor General (OAG) and assists OAG in its audit of the RM and project accounts. Monitors recruitments and procurements under TA grants, and expenditures incurred and/or facilities provided under TA contracts, from an internal audit perspective. Coordination and Liaison Functions Liaises with government officials relating to taxes, government duties and facilities. Interacts with other international organizations in locality on matters relating to facilities, benefits and administrative developments. Development and Improvements Plans for medium/long term developments and required improvements in the functioning of the office. Develops information systems for improved working and administrative functions. Plans training programs for staff. Formulates administrative guidance and ensures proper compliance for smooth functioning.

4. CORE COMPETENCIES: Technical Knowledge and Skills - Can give help and advice to others based on their specialist area of knowledge and skills - Uses technical knowledge and skills to complete complex work - Uses technical knowledge and skills to improve work systems Client Orientation - Works to meet needs of clients according to ADB policy - Communicates often with clients and seeks to understand and anticipate their needs - Adapts own style to suit client preferences Achieving Results - Find ways to reduce time and cost of completing work - Monitors work and progress and makes improvements - Works with others to overcome problems and find alternative ways to complete work when necessary Working Together - Provides practical support and encouragement for team members - Encourages team members to work together and benefit from diversity in different views, culture, nationality, and gender - Sets priorities for the team and ensures they are followed through Learning and Knowledge Sharing - Learns new skills and knowledge and applies them - Continuously finds new solutions to problems - Leads the team in sharing knowledge and expertise

5. KEY RELATIONSHIPS a. Supervisor   Country Director Work planning, performance feedback, results assessment, and personal development b. Internal Clients     Prepare and monitor utilization of administrative budgets; organize and facilitate workshops, seminars, etc.; coordinate with government officials and other international organizations on various issues i.e., taxes, government duties, facilities, benefits and administrative developments. c. External Clients   Supervise agreement/work orders for maintenance contracts and other contractual services and purchase orders for major acquisitions.

6. EDUCATION REQUIREMENTS: Advanced degree in economics, business administration, accounting or equivalent. Professional training in financial/management accounting.

7. RELEVANT EXPERIENCE AND OTHER REQUIREMENTS: Suitability to undertake the responsibilities mentioned above at the required level. At least 9 years experience in financial accounting, general office administration, and personnel management. Should have worked in a supervisory capacity. Excellent written and oral communication skills in English. Ability to manage contentious situations which potentially affect ADB. Strong organizational skills and computer skills, especially in the use of MS Word and Excel. Strong interpersonal competence and supervisory skills; ability to work independently. Some knowledge of government administrative systems, institutions and procedures would be an advantage. Familiarity with local languages and institutions.