Facilities Planning and Management Specialist

Job Purpose

To oversee and lead operations and maintenance of HQ engineering plants and facilities using quality management tools. Leverage on experience and technical knowledge to provide supervision and recommendations for improvement for ADB's Energy, Environment, Health and Safety Management System (E2HSMS) at the Headquarters (HQ) and Field Offices (FOs). Support the Organizational Resilience Framework in terms of disaster preparedness and alternate workplace readiness. Work with broad policies and objectives, working directly with clients, with supervision for critical tasks.

Expected Outcomes

Operations and Maintenance of HQ Facilities

  • Oversee and manage HQ facilities operations consisting of mechanical, electrical, audio visual, fire management, and building automation services
  • Oversee and manage essential support services like building and grounds maintenance, janitorial and waste disposal services provided by the outsourced service contracts in accordance to E2HSMS
  • Manage a team of outsourced service providers to carry out the daily operation and maintenance of the HQ building services, including janitorial, external grounds, landscaping and pest control services
  • Provide support and ensure participatory management and effective teamwork through systematic briefings and consultations with staff and service providers. Motivate and encourage results based and client focused approach to facilities management operations
  • Formulate and develop strategies for outsourcing of building services in HQ and FOs
  • Lead the effective maintenance of ADB's artifacts program, storerooms, and workshops
  • Oversee, formulate and develop strategies for building inspection and visual improvement of the building and facilities in HQ and FOs

Energy, Environment, Health and Safety Management System (E2HSMS)

  • Plan and implement annual E2HSMS programs (ISO 50001, ISO 14001, OHSAS 18001 and Leadership in Energy and Environmental Design [LEED]) based on local regulations and internationally recognized best management practices for both HQ and FO facilities
  • Plan internal/external ISO audits of all building services operations to measure conformance to energy and environmental policy and standard with the goal of continuous improvement
  • Coordinate with FOs on E2HSMS-related services required to support their respective operations
  • Organize and maintain high standards of operation and maintenance of best practices and procedures, including the implementation of quality assurance tools like Statistical Process Control (SPC) with due consideration for energy, cost savings and safety

Organizational Resilience

  • Support efforts in maximizing preparedness for and reduce the impact of calamities at HQ such as earthquakes, floods, and typhoons
  • Support the development, implementation, and maintenance of an alternate workplace strategy
  • Take lead in post disaster building assessment and restoration planning, implementation, and maintenance
  • Support the maintenance and upkeep of security systems such as for electronic access control, video surveillance, perimeter intrusion, and emergency communication
  • Ensure building installations comply with seismic guidelines, standards and codes to facilitate an immediate occupancy following a seismic event

Staff Supervision

  • Take the role of team leader to develop capabilities/potential of reporting staff.
  • Track the performance of reporting staff providing clear direction and regular monitoring and feedback on performance.
  • Identify training needs to ensure continued development of reporting staff.
  • Ensure sound internal control over processes and procedures in adherence to ADB's applicable Administrative Orders, Policies, and Guidelines

Core Competencies

Application of Technical Knowledge and Skills

  • Regularly shares knowledge on new international best practice trends in comparator situations
  • Proactively applies relevant international best practices to own work
  • Convinces others to adopt international best practice by explaining the situational relevance and benefits

Client Orientation

  • Helps colleagues work effectively with clients in different contexts and from diverse backgrounds and country situations
  • Adapts own approach and style when interacting with clients, as opposed to requiring them to adapt
  • Draws upon international best practice in exploring solutions with clients
  • Confirms the clients' understanding and agreement before progressing

Achieving Results and Problem Solving

  • Draws on own and others' multi-country experience to identify viable courses of action when conducting analyses
  • Helps internal and external clients achieve quality results beyond presenting problems and precedent
  • Highlights possible solutions for project issues based on relevant multi-country and/or multi-client experience
  • Regularly contributes insights and experiences to colleagues in the Division to help them achieve quality results
  • Overcomes unexpected difficulties and challenges to produce desired outcomes

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 the 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 based on lessons and multi-country experience
  • 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


Education Requirements

  • Master's Degree, or equivalent in Engineering, preferably Mechanical or Electrical Engineering. University degree in Engineering combined with specialized experience in similar organization/s, may be considered in lieu of a Master's degree. Environmental studies are considered an asset.

Relevant Experience

Work experience

  • At least 8 years of relevant work experience in managing engineering systems and facilities in environment-friendly buildings, including exposure to ISO-related management techniques
  • International experience working in foreign countries
  • Experience in coordinating and managing multi-location field offices' facilities
  • Experience with business continuity and organizational resilience for a large organization

Technical knowledge

  • Proven application of expertise within a specific area, or breadth across multiple areas with in-depth knowledge within one area
  • Able to utilize and share relevant knowledge to benefit the broader ADB community.

People and leadership skills

  • Act as a mentor to the more junior team members, providing guidance on projects or processing of loans/technical assistance
  • Act as a coach to develop capabilities/potential of more junior colleagues
  • Able to act as a team leader when required with supervision from the Director or a more senior team leader
  • Ability to liaise effectively with all types of internal and external clients, and to manage both staff and outsourced agency personnel in building services and related fields
  • Strong analytical, negotiation, and interpersonal skills developed in a multi-cultural business environment.

Reporting Relationships

  • Supervisor: Director, OAFA
  • The following staff positions may be supervised by the incumbent:
    • Administrative Staff
    • National Staff

We encourage diversity in our workplace and support an inclusive and respectful work environment. Women are especially encouraged to apply.