Budget and Management Services Assistant

Budget and Management Services Division, Budget, Personnel, and Management Systems Department

Closing date: 20 Dec 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To provide administrative support services for various activities relating to budget and management services, including budget-related items, preparation of budget document, preparation of mid-year budget review, preparation of three-year rolling work program and budget framework, Budget Review Committee report and budget related memos; to perform specific assignments related to monitoring the use and maintenance of BMCS, which will include review and preparation of budget utilization reports for Other Administrative Expenses for assigned departments and field offices; to assist in setting up and updating departmental budget profiles; to perform back-up functions, as assigned; to perform research and historical analysis on special studies as required; and to be responsible for BPBM's document files to ensure files are kept up-to-date.

Expected Outcomes:

Budget Memos, Budget Document Preparation and Submission

Assists in the preparation and distribution of the budget memos and documents, including formatting of text, tables, boxes and appendixes to ensure the preparation of documents are completed on time and with a high degree of accuracy.

Follow-up with departments and offices for budget submissions for midyear review and annual budget submissions.

Set up departmental budget profiles and coordinate within BPBM to set up linkages to update and upload budget data in the budget profiles.

Consolidates and extracts specialized data to produce standard and ad hoc reports, as requested.

Maintenance of BMCS

Responds to staff requests for the creation of travel routes, update of airfare and average staff day rates in the in the old BMCS.

Budget utilization Reports

Assist with the preparation of quarterly, midyear budget review and year-end budget utilization reports for circulation to the Board.

Review and prepare monthly budget utilization reports for Other Administrative Expenses for assigned departments and field offices.

Office Administration

Maintain efficient administration, organization, and update of records of BPBM central and chrono filing system, prepares records of files and coordinates with Records Section for their proper disposal or storage.

Prepares seminar materials for presentations to be made by BPBM Specialists.

Administrative Support

Ensures that all correspondence and documents for supervisors are accurately prepared, typed, and submitted on time; composes correspondence as necessary.

Takes charge of supervisors' schedule ensuring that appropriate arrangements are made for meetings and travels; facilitates travel arrangements by generating MARs, preparing TRAs, handling travel bookings and airport transfer/pick-up, and following up issuance of ticket and travel cash advance.

Ensures that all incoming mails are forwarded to the supervisors and all papers needing appropriate action are promptly dispatched to staff concerned.

Coordinates with divisions/offices and makes follow-up to ensure that deadlines are met.

Renders back-up administrative support to Director, BPBM, in the absence of Senior Management Services Assistant and/or other Specialists and performs special tasks when necessary.

Educational Requirements:

• Bachelor's degree, preferably with Accounting or Finance background

Relevant Experience And Other Requirements:

Work experience
- 3-5 years of relevant experience

Technical knowledge

• Working knowledge of assigned area
• Working knowledge of ADB policies, guidelines, and procedures (especially pertaining to operations and budget processes), and of office administration
• Advance computer skills with sound knowledge of MS Word, Excel, and PowerPoint
• Good knowledge of unit's business processes and procedures

People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good oral and written communication skills in English

Core Competencies:

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

• Supervisor: Designated International Staff and senior National Staff

Budget and Management Services Assistant