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Logistics Management Officer (Transportation)

Institutional Services Division, Office of Administrative Services

Closing date: 17 Nov 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

The Logistics and Transport Services Officer is responsible for managing the operations of ADB transportation services in an efficient and cost effective manner. The Officer also prepares reports as well as provides management support to the Unit Head, Logistics Management.

Expected Outcomes:

Vehicle Acquisition, Licensing, Registration, and Disposal/Replacement

  • Ensures proper vehicle acquisition, licensing and registration, and disposal/replacement in coordination with the Tax-exempt Vehicle Services, Shipping Services, Non-Life Insurance Services, other OAS units, and concerned authorities as needed
  • Providing guidance in document preparation and processing.

Transport Services Utilization

  • Independently manages the efficient deployment of transport services by establishing and monitoring:
    • Driver schedules
    • ADB vehicle fleet;
    • Maintenance and repair schedules;
    • Incident reporting; and
    • Proper utilization of contracted vehicles.

Airport Arrival/Departure Assistance

  • Oversees and coordinates arrangements for the International Organizations Reception Desks at the international airports for arriving/departing Bank staff, consultants, guests and VIPs.
  • Liaises with colleagues from International Organizations on issues and concerns relating to the operation of the International Organization Reception Counters at the international airports

Budget Preparation and Control

  • Contributes independently in the efficient preparation and monitoring of the Transportation sub-unit budget by reviewing and ensuring the accuracy of monthly statements of accounts and expenditures, formulating annual budget submissions as well as undertaking post-evaluations, mid-year and last quarter reviews.
  • Prepares the monthly status reports of the Transportation sub-unit and other related documents.
  • Oversees the OAIS Petty Cash Management

Policy Review and Implementation

  • Contributes substantially to the review of ADB policies, procedures and guidelines related to Transportation services; provides training to staff; determines alternative and economical modes of providing efficient transportation services.
  • Initiates and implements cost cutting programs; studies new technologies/systems and makes recommendations for implementation.
  • Conducts research on industry standards and best practices.
  • Preparing statistical reports as needed.
  • Updates the OAS website relating to Transportation services.
  • Provides support in the development and implementation of strategies and plans for Transportation Services.

Contracts Administration and Performance Monitoring of Service Providers

  • Prepares the technical and financial criteria, and evaluation scoring system for bidding of service contractors and external transportation service providers;
  • Oversees and coordinates with ADB-appointed Transportation Service contractors and service providers.
  • Prepares Service Level Agreements and Work Performance Statements, reviews and monitors the performance of contractors and service providers, recommends to the Unit Head, Logistics Management the renewal or termination of contracts.
  • Ensures that the performance of contractors and service providers are in accordance with contract provisions.

Customer Relationship Management

  • Provides substantial inputs and recommendations to Head, Logistics Management Unit in the resolution of issues relating to Transportation services;
  • Provides advice to clients.
  • Coordinates with Offices/Divisions with dedicated official Bank vehicles on their technical specifications and budget requirements for procurement of replacement vehicles

Database System Administration and Maintenance

  • Spearheads enhancements to the existing Vehicle Request System and Vehicle Ledger System; ensures reliability and integrity of processes and reporting data

Supervision

  • Oversees Transportation Services staff members and provides training as needed.
  • Evaluates performance of Transportation Services staff and recommends overtime requirements to Unit Head, Logistics Management.

Others

  • Other duties that may be assigned as reflected in the incumbent's workplan.

Educational Requirements:

  • Bachelor's degree in Business Administration, Accounting, Management or related fields; preferably with advanced training

Relevant Experience And Other Requirements:

Work experience
  • At least 8 years relevant experience in the commercial transportation or a related industry.

Technical knowledge

  • Comprehensive knowledge and understanding of the Government policies and procedures.with regards to tax-exempt indent and local procurement, disposal and vehicle licensing and registration.
  • Thorough knowledge of the ADB's established policies, guidelines and procedures in transportation services.
  • Extensive analytical skills in operations development budget monitoring and control.
  • Comprehensive knowledge of Bank-adopted computer applications and familiarity with the existing database management systems and other IT systems and applications.

People and supervisory skills

  • Able to work collaboratively with teams as a constructive team member.
  • Effective report-writing and communication skills in English.

Core Competencies:

Application of Technical Knowledge and Skills

  • Applies updated advancements in own knowledge area to relevant tasks
  • Applies knowledge and practical skills to independently perform some complex tasks
  • Conveys the need to use updated project approaches

Client Orientation

  • Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
  • Proposes optionsto clients that may better meet their needs than current approaches
  • Defines and delivers to agreed standards with clients

Achieving Results and Problem Solving

  • Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
  • Self-monitors achievement of results according to work plans
  • Identifies different stakeholder needs and desired outcomes when planning for outcomes
  • Independently solves problems and makes recommendations

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 with 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
  • 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

Immediate Reporting Relationships / Other Information:

Supervisor: Designated International Staff and senior National Staff


Logistics Management Officer (Transportation)