Senior Asset and Business Continuity Management Assistant (Re-advertisement)

Asset and Business Continuity Management Unit, Office of Administrative Services

Closing date: 23 Dec 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To attend to the efficient asset/inventory planning and control of equipment and furniture in ADB headquarters (HQ), database system administration and maintenance, and administrative support.

Expected Outcomes:

Asset/Inventory Planning and Control

Assists in the asset/inventory planning activities by determining work priorities and coordinating schedules of physical inventory of furniture in conjunction with space management inventory.

Contributes in asset/inventory control by sending notification of staff accountability ADB-wide; evaluating feedback and coordinating actions with staff concerned.

Participates in periodic physical inventory of office, computer related and preproduction, engineering, food services supplies, office and minor kitchen equipment, furniture spare parts; provides support in implementing inventory control regulations and procedures.

Maintains an organized and updated filing system related to inventory control.

Warehouse Management

Conducts spot check of IT equipment to ensure accuracy of stocks including monitoring of holding time to ensure movement and effective utilization of storage space.

Assists in identifying obsolete and defective equipment/peripherals and prepares them for disposal.

Conducts regular inspection of IT storeroom to ensure compliance with ISO 14001/OHSAS 18001 standards.

Database System Administration and Maintenance

Contributes to the accurate and comprehensive maintenance of Fixed Assets/Inventory-related applications by:

• checking the accuracy of IT equipment movement forms, and furniture and alterations/improvement forms; consolidating, encoding and reviewing relevant information to ensure that all installed and maintained IT equipment and furniture are recorded;
• acting as the Unit's back-up administrator of Fixed Asset/Inventory systems in setting up user access setting and control; modifying reports, charts, graphs, and dashboards; assuring adequate user acceptance tests, and facilitating data download and upload; maintaining systems and processes integrity.
• participating in the continuous review of enhancements to the business processes; acts/responds to suggestions, and coordinates required actions with the Office of Information System and Technology (OIST) and users concerned.
• providing assistance to OIST in evaluating adequacy, efficiency and interface features of SQL Magic.

Administrative Support

Drafts standard correspondences and minutes of meetings.

Assists in the implementation of ISO initiatives like waste and energy conservation ADB-wide.

Participates in departmental activities like Six Sigma.

Acts as coordinator of unit's website and the Office of Administrative Services (OAS) newsletter.

Acts as the Unit's office supplies custodian.

Others

Performs other duties as may be assigned and reflected in the incumbent's workplan.

Educational Requirements:

• Bachelor's degree in Business Administration, Industrial Engineering, Computer Engineering, Accounting or Management

Relevant Experience And Other Requirements:

• Suitability to undertake the responsibilities mentioned above at the required level.
• At least 5 years of relevant work experience.
• Good command of written and spoken English.
• Sound working knowledge in accounting and audit principles pertaining to inventory monitoring, control, and warehouse operations.
• Sound working knowledge of ADB policies, guidelines and procedures relating to computer equipment and peripherals requisition, inventory management, contract administration and implementation.
• Sound working knowledge of Bank-adopted computer applications, software, system design and workflow analysis.
• Adequate understanding and familiarity with different computer equipment and peripherals.
• Sound working knowledge of ADB's ISO best practices and procedures particularly on warehousing, receiving and delivery.
• Knowledge of Radio-frequency Identification technology will be an advantage.

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

Important Instructions:

Previous applicants need not apply as their applications will be evaluated together with the new set of applications.

Senior Asset and Business Continuity Management Assistant (Re-advertisement)