fbpx Associate Institutional Services Coordinator | Asian Development Bank

Associate Institutional Services Coordinator

IMPORTANT INFORMATION

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

1 Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 member countries.

The position is assigned in the Institutional Services Division (OAIS) within the Office of Administrative Services (OAS).

OAS manages the building facilities and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director and supported by Division Directors who manage the respective business units.

OAIS is responsible for library, information coordinator services, records and archives services (Information Resources and Services Unit, OAIS-IR); printing, mail and messenger, non-life corporate insurance, shipping, transport, and asset management (Logistics Management Unit, OAIS-LM); business/non-business travel and mission visa (Travel Unit, OAIS-TR); and government relations functions for ADB and tax-exempt vehicle (TEV) services and compliance (Government Relations Unit, OAIS-GR).

To view ADB Organizational Chart, please click here.

Job Purpose

The Associate Institutional Services Coordinator will, in compliance with internal controls and guidelines, provide diverse operations and technical support to the Institutional Services Division in a range of areas, including research and data analysis, budget and personnel management, analytical report preparation and presentation, coordination of the Division's work program and special projects, and communication and liaison of activities within the Office of Administrative Services and with other departments and external agencies; and, assist in confidential matters. The incumbent will report to the designated International Staff.

Responsibilities:

  • Undertakes analytical research, compiles and prepares briefing, progress or ad-hoc reports for supervisor as requested. Assists in data gathering for operations review and analysis.
  • Coordinates the Division's administrative activities and consolidates Divisional information as required by OAS and other departments/offices of ADB. Attends division meetings and prepares the summary for discussion and updates on issues.
  • Under the supervision of the Director, Institutional Services Division, monitors the business units' work performance measurements linked to the business unit and divisional Results-Based Work Plans.
  • Coordinates with budget focal points preparation of the annual and revised budget of the Division and provides support in obtaining budget utilization figures on a regular basis. Ascertains that utilization figures were arrived at using sound basis and are reasonably accurate.
  • Assists in consolidating budget-related reports including accruals, administrative expense and annual capex utilization, and quarterly Results-Based Work Plans progress reports of the Division and ensures timely submission.
  • 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.
  • Assists in the implementation of rewards and recognition programs for staff and gathers feedback from service providers.
  • Ensures that all correspondence and documents for supervisors are prepared in compliance with ADB's standards.
  • Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
  • 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.
  • 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.
  • Performs any other duties as may be assigned and reflected in the incumbent's work plan.

Qualifications

Relevant Experience & Requirements

  • Bachelor's degree
  • At least 5 years of work experience
  • Advanced computer skills with sound knowledge of common word-processing, spreadsheets and graphics software used in multilateral organizations
  • Strong coordination, diplomatic, and supervisory skills
  • Good interpersonal skills and ability to work with individuals from different cultural/national backgrounds
  • Working knowledge of ADB's or multilateral organizations' policies, guidelines and procedures in administration, budget monitoring and personnel management.
  • Familiar with operational and administrative procedures and full understanding of the interactions between different ADB work areas and relevant workflows, an advantage
  • Proven ability to work independently
  • Able to exercise judgment on matters of confidentiality and those requiring urgent attention especially in the supervisor's absence
  • Able to liaise and work effectively with staff within own work location and collaborate with teams as a constructive team member
  • Good oral and written communication skills in English
  • Please refer to the link for ADB Competency Framework for Administrative Staff Levels 6-7

General Considerations

The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.