(Associate) Operations Coordination Officer

Job Vacancy | Monday, February 5, 2024

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’s mission is to reduce poverty and promote sustainable economic growth in the region. ADB’s main instruments for helping its developing member countries are policy dialogue, loans, equity investments, guarantees, grants, and technical assistance.

ADB only hires nationals of its 68 members.

The position is assigned in the Office of the Director General (PAOD) within the Pacific Department. PARD is responsible for maintaining client relations, delivering ADB assistance to countries in the Pacific region, and coordinating with development partners. PAOD provides overall support to the PARD management in terms of programming, portfolio management, results monitoring, budget, human resources and other administrative matters, and implementation of ADB’s long-term strategic framework to deliver projects that create economic and development impact in the region.

To view ADB Organizational Chart, please click here.

Job Purpose

The (Associate) Operations Coordination Officer performs a full range of operational, research, and knowledge management work in support of ADB’s work in Pacific developing member countries (DMCs). The position will support the technical capacity of the Pacific Department’s front office by providing coordination support to north Pacific operations and other front office activities. The (Associate) Operations Coordination Officer will be expected to: support regional partnership strategy development; coordinate administrative and operational matters for north Pacific DMCs; contribute to country and multisectoral research and analysis to support operational work; support project financial management review and monitoring; support the production of knowledge products on economic and financial management topics; act as the finance and administration staff for the three Pacific Country Offices (PCO) in the north Pacific: Marshall Islands (RMI), Federated States of Micronesia (FSM), and Palau (PAL); and provide guidance and support in the areas of budget, human resources, and communications. The incumbent will report to designated international staff.

Responsibilities

• Provides support to the development of the regional partnership strategy and the conduct of various country consultation and mid-term review activities by collecting data, verifying validity, preparing background materials and reports on specific programs, and coordinating with relevant offices.
• Coordinates the administrative and operational matters for PCOs in the north Pacific DMCs, including recruitment of staff consultant and selective technical assistance (TA) administration tasks, processing of contracts and tracking disbursements to ensure that the assigned projects are properly planned, monitored, and reported. Participate in various missions as assigned.
• Supports in maintaining the Department’s knowledge base websites for (i) information on economic and financial management in covered DMCs, and (ii) information on international best practices and guidelines in economic policy, finance, private sector, and industry and trade.
• Supports the arrangement of missions of north Pacific officials to ADB HQ. Coordinates with relevant offices on relevant mission activities.
• Supports the organization of knowledge sharing activities including preparation of program, logistics and financing arrangements, and similar activities. Coordinates with institutional partners in the development of high quality, distinctive, and relevant learning platforms in coordination with other ADB departments.
• Assists in the preparation and coordination of briefing notes and presentation materials for workshops, conferences, meetings, and seminars, Annual Meeting briefing papers and member information notes on Pacific DMCs for the President, briefing notes for management and relevant sections of country fact sheets.
• Assists in the coordination of the Department’s participation in relevant activities involving internal committees and working groups and outside institutions (e.g., Organization of Economic Cooperation and Development, the World Bank, International Monetary Fund, World Trade Organization, etc.). Undertakes background research work in support of PARD’s collaboration with these institutions.
• Acts as budget focal for north Pacific PCOs and coordinates comprehensive financial and accounting management, development, and preparation of the annual and mid-year operational and administrative budgets, including (i) collating inputs on programs/project costs and operating expenses; (ii) determining cash flow and other financial effects; (iii) formulating projected financial statements; and (iv) monitoring utilization of operational and administrative budgets.
• Coordinates the relocation, and refurbishments of the north Pacific offices including liaising with CSD on needed extension of lease contracts.
• Monitors the procurement and disposal of assets (equipment, furniture, supplies, etc.), communications, travel and vehicle, and security arrangements of the office in coordination with PCO staff.
• Ensures adherence to relevant ADB procedures and guidelines governing institutional procurement of goods and/or services and the administration of contractors for such goods and/or services. Ensures contract agreements (including contractual staff services, security services, maintenance services, office equipment, office supplies, etc.), is in accordance with ADB requirements.
• Facilitates onboarding of new staff of the north Pacific offices. Leads conduct of orientation to new and outposted staff in the PCOs.
• Maintains a sound and up-to-date understanding of all ADB personnel and benefit policies and explains them clearly to all PCO staff in coordination with PARD’s Institutional Coordinator/s.
• Advises staff on training opportunities and provides guidance in enrollment in suitable training programs.
• Coordinates closely with PARD’s Institutional Coordinator/s on HR and budget matters.
• Supports matters relating to IT equipment and requirements of the PCOs. Closely coordinates with the Information Technology Department on the procurement and maintenance of computer equipment and accessories. Ensures appropriate IT equipment is provided to new staff.
• Performs other duties that may be assigned as reflected in the incumbent’s workplan.

Qualifications

Relevant Experience & Requirements

• Bachelor’s degree in Economics, Business Administration, Commerce, or any related courses preferably with advanced training or equivalent.
• At least 6 years of relevant experience; familiarity in Pacific DMCs is desirable
• Ability to draft written inputs in support of Department’s work
• Demonstrated knowledge of programming work including understanding of an international development organization’s operational processes and procedures
• Ability to undertake background research and analysis on difficult but well-defined tasks, collect and organize required data and information
• Experience and knowledge of budget formulation and implementation as it relates to the work program and budget framework and operational plans.
• High level of proficiency in use of internet and computer applications and able to apply appropriate computer skills in collecting and analyzing data and preparing notes, papers, and sections of reports
• Demonstrated accomplishments in working collaboratively with teams and contributing as a team member
• Strong oral and written communication skills in English
• Please refer to the link for ADB Competency Framework for National Staff 1-2.

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.

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