Workplace Management Specialist

Job Vacancy | Tuesday, December 21, 2021

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.

1Close 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).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.


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 members.

CSD manages the headquarters (HQ) building, office facilities, and delivers over 70 diverse corporate services essential for ADB's operation and supporting its management and staff, and delivers quality products and services at an affordable cost. The office is headed by the Director General and supported by Division Directors who manage the respective business units.

The Space Team activities include master-space planning and inventory management, scenario-modelling, blocking & stacking, specifications & documentation (functional, ergonomics and technical), standards, assignment, and utilization. Key design related activities include interior architectural design principles, specifications and guidelines for office spaces, overall workplace features (styles, look & feel, colors, etc.), functional work-setting types, workplace products (furniture, fixtures, artwork, etc.), and branding and environmental graphics.

To view ADB Organizational Chart, please click here.


Job Purpose
The Workplace Management Specialist will, in compliance with internal and industry controls, guidelines and codes, lead the space and design team in innovating and managing ADB's space portfolio and workplace design and implementations at Headquarters. The incumbent will lead the deployment of these space and design standards and their ongoing alteration works and will coordinate and monitor all associated quality assurance and controls and costs (administrative and capital expenditure) in carrying out their assigned functional programs and/or implementation projects. The incumbent will also work in close liaison with CSWH’s capital projects, operations, compliance, and hospitality teams, as well as leading engagements and partnerships with 3rd party professional firms for design, planning, and construction work. The incumbent will report to the Director, CSWH, and will supervise National Staff and Administrative Staff.


Responsibilities

• Provide related industry best-practice functional, technical and program management guidance to the Space Team.
• Devise optimal, flexible, and sustainable solutions for HQ master space planning and office space and occupancy for short- and long-term requirements, based on conducting key stakeholder consultations; space programming reviews and scenario modelling for the HQ; and incorporating key internal criteria such as approved budget and approved staff positions, organic and business-engineered trending for staff levels.
• Lead the team in developing and/or refining and documenting innovative and sustainable standards and assignments for ADB’s workplace space, design, and products; lead engagement with 3rd party specialist firms, as required.
• Provide functional and technical input and validation (feasibility & compliance), and oversee the detailed design, specification & bid documentation, and related procurement processes for various projects (Capital projects or Operating expense alterations) to ensure consistency of adoption of space planning and design guidelines and compliance with ADB-approved standards and guidelines as well as industry codes (international and local); assure technical suitability and operability of intended project designs with HQ’s existing and planned Mechanical, Electrical, Plumbing and Fire Protection (MEPF) setup.
• Guide the Space Team in administering contracts, budgets, and monitoring progress of implementation to ensure compliance with plans and specifications.
• Lead the establishment and maintenance of a register of applicable code requirements (international & local) as a reference base for architects and engineers at ADB.
• Support ADB functional and project managers in engaging and influencing internal stakeholders and managing the change process for the adoption of established and newly developed standards and guidelines.
• Deliver all plans, program work-streams, and projects per agreed scope, schedule, budgets, and stakeholder experience.
• Assume responsibility for vendor management and performance of contracted 3rd party service providers.
• Manage, control, and monitor allocated budgets for the space function and assigned projects.
• Provide clear direction, supervise the performance of, and coach and develop the capabilities of reporting staff to create a continuously learning and improving team and function.
• Perform other duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements

• Master’s degree, or equivalent in Architecture or Building Science; or a University degree in Architecture. Registered Professional accreditation holders advantageous; and at least 5 years specialized experience relevant to the position can be considered.
• International relevant working experience is essential, preferably in Asia and across continents.
• At least 8 years work architectural experience in an international consultant or contracting firm, a client-representative and/or as functional manager with responsibilities for leading space planning, architectural interior design and workplace innovation programs, operations, and projects.
• Strong analytical, negotiation, influencing, interpersonal, and stakeholder management skills developed in a multi-cultural business environment.
• Proven expertise and skills in program and project management.
• Demonstrable leadership, management, and supervisory credentials for staff; with skillful mentoring and coaching skills for senior and junior direct reports.
• Commercial acumen, with strong budget, contractual and vendor management capabilities.
• Excellent written/verbal communication and creative presentation skills in English is required.
• Working knowledge and experience of computer applications, including CAD.

Please refer to the link for ADB Competency Framework for International Staff Levels 4


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.