Associate Workplace Management Officer

The position of Associate Workplace Management Officer is assigned to the Workplace and Hospitality Division (CSWH) within the Corporate Services Department. You will be based at our Headquarters in Manila, Philippines.

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.

Source: https://www.adb.org/careers/250079