Associate Workplace Management Officer

1 week ago

Mandaluyong City, National Capital Region, Philippines Asian Development Bank Full time
Associate Workplace Management Officer / 250079

Asian Development Bank

Negotiable

On-site - Mandaluyong 1-3 Yrs Exp Bachelor Full-time

Job DescriptionDescription

Reference Number: 250079

Department: Corporate Services Department

Division: Workplace Management Unit

Location: Manila, Philippines

Date Posted: Friday, February 14, 2025

Closing Date:

Join Our Mission to Foster Prosperity in Asia

Are you looking to have a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Associate Workplace Management Officer is assigned to the Workplace and Hospitality Division (CSWH) within the Corporate Services Department. You will report to the designated International Staff and Senior Officer.

Your Role

As an Associate Workplace Management Officer, you will provide active support in managing the budget and service contracts administration of CSWH Administrative Expense (AE) and 3-year rolling Capital Expenditure (CAPEX), following ADB's policies and CSD Implementing Guidelines.

You will:

  • Assist in preparing high-quality annual and revised estimates for CSWH, as well as conducting post-evaluations of Administrative Expense (AE) and Capital Expenditure (CAPEX). Track and monitor the division's commitments and expenditures/disbursements and coordinate results to International Staff and designated Senior Officer.
  • Conduct forecasting analysis of the division's requirements and ensure annual targets are met through diligent monitoring of requisitions, invoices, deliveries and close coordination with service providers, contract managers and the Controller's Department.
  • Prepare quarterly accrual reports for AE and ensure payments are completed every reversal period. Cross check with relevant CSWH parties on services and goods that will be rendered within a specific time. Contribute to the efficient processing and verification of invoices submitted by contractors/service providers and ensure accurate and timely submission of invoices by service providers.
  • Help prepare and verify the Annual Institutional and Procurement Plan (AIPP) for the division and monitor and update actual progress versus targets.
  • Prepare budget reports including budget entries input for RFP in Oracle and Coupa; maintain budget files and records, statistics, and related documents; cross-check budget data using computerized system; and maintain and implement reclassification of accounts.
  • Conduct reconciliation of data from different systems available (i.e. Budget Management and Control System, Travel Management System, Oracle, Consultant Management System, General Ledger) to ensure accuracy of figures.
  • Support contract managers in filing request for cash disbursement, liquidation and documentation and manage: (i) petty cash, (ii) cash advances, (iii) reimbursements and (iv) Procurement- card transactions.
  • Support the preparation and completion of required project documents in compliance with established guidelines and procedures.
  • Monitor building and equipment maintenance contracts by checking compliance of all contract provisions and clarifying claims/queries of contractors for an economical, and efficient procurement of services.
  • Support processing extension of contracts (service providers and consultants) on time by reviewing relevant/revised areas to be included in amendments.
  • Perform other related functions that may be assigned and reflected in the incumbents work plan.
Qualifications

You will need:

  • Bachelor's degree in management, accounting, or related field; preferably with advanced training.
  • At least 5 years relevant professional experience.
  • Excellent working experience in budget monitoring related to budget processing and preparation.
  • Experience with accounting procedures, and knowledge of budget control, cost analyses and audit.
  • For internal candidates, familiar with ADB budget functions, operations and systems.
  • Proficient in standard software programs used in multilateral organizations including MS Office application, Office 365, Sharepoint.
  • Excellent verbal and written communication skills in English.

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.

  • Paid leave (including parental)
  • Medical and health benefits
  • Life and other insurance plans
  • Housing and education allowance (if applicable)

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 69 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 our Strategy 2030.

ADB only hires nationals of its 69 members.

ADB wants 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.

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