Senior Institutional Coordination Officer (2 positions) / 230352, Manila At Asian Development Bank (ADB)

Closing date: Thursday, 29 June 2023

Reference Number: 230352

Position Level: NS 4

Department: Budget, People, and Management Systems Department

Division: Office of the Director General, BPMSD

Location: Asian Development Bank Headquarters

Date Posted: Thursday, June 15, 2023

Closing Date: Thursday, June 29, 2023 11:59 p.m. (2359 Manila Time, 0800 GMT)

OverviewAsian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 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 its Strategy 2030.

ADB only hires nationals of its 68 members.The position is assigned in the Office of the Director General (BPOD) within the Budget, People, and Management Systems Department (BPMSD). BPMSD provides operational support to ADB on areas of position management, recruitment and selection, HR business partnering, HR operations administration including HR systems and analytics, reward management, talent management, learning and development, and ADB budget management. BPOD provides overall planning, coordination, and communications for BPMSD, as well as leads the department’s IT systems, data analytics, and reporting agenda. BPOD is also the primary interface to the President’s Office and the Board of Directors.Job PurposeThe Senior Institutional Coordination Officer will work closely with Institutional Coordination Specialists to provide advice/support on the full range of HR and budget management to support Heads of Departments (HODs) and Senior Directors of client departments/offices to optimize staff and budget resources. He/she will lead the preparation of the department’s annual budget, monitor implementation and optimal use of the budgetary, staffing actions, and other administrative functions. The incumbent will undertake these tasks by closely collaborating with other divisions within BPMSD as well as other departments such as Strategy, Policy, and Partnerships Department (SPD) and the Transformation Office (TO). The position will report to Advisor, BPOD or designated International Staff and may supervise Administrative staff. Responsibilities

  •  Supports the implementation of the new operating model by supporting staff transition to the new organizational structure and the adoption of new and/or updated policies, programs, and initiatives in the client departments.
  •  With guidance from Institutional Coordination Specialists, supports the client departments to manage their workforce effectively and ensure staff resource allocation and sharing across organization .
  •  Provides due diligence and support for: o implementation of human resource management actions, including recruitment, staff movement/outposting, promotion reviews, workload and workforce analysis, diversity and inclusion, staff learning, young professional program, secondment, short-term assignment, and case management in coordination with BPMSD, and o budget management (planning, allocation, monitoring, and reviewing, and reporting) including preparation of annual budget requirements and coordinates with BPMSD on budget utilization and replenishment. Provides technical guidance and support to field offices on budget-related matters and liaises with BPBM on the department’s budget requirements and utilization.
  •  Provides HR and budget-related data and analysis for the work program and budget framework, annual budget formulation activities, and other corporate-level reports.
  •  Supports client departments in the implementation of BPMSD initiatives (e.g., Culture Transformation Initiative, External Learning, Staff Engagement Surveys, Performance Management, Job Architecture, Time Management System, etc.) and prepare communication materials for dissemination to staff and management team.
  •  Oversees and provides support for the department’s office space requirements and allocations.
  •  Supports implementation of HR policies on flexible WFH arrangements, leave and overtime, and incremental budget coordination.
  •  Regularly produces and manages internal communications materials to ensure staff are adequately informed with relevant and timely information in coordination with Department of Communications.
  •  Performs other tasks as assigned and reflected in the incumbent’s workplan.


Relevant Experience & Requirements

  •  Bachelor’s degree in Public/Business Administration, Human Resource Management, Economics, Finance or other relevant fields, preferably with Master’s degree or experience in budget or human resources or other relevant fields.
  •  Minimum of 10 years of relevant work experience with at least 5 years supervisory experience.
  •  Extensive knowledge of multilateral institutions’ procedures and policies in a wide range of areas including project processing, project administration, accounting, budgeting, and general administration.
  •  Well-versed in Microsoft Word and PowerPoint applications; excellent knowledge of Microsoft Excel
  •  Good interpersonal skills and ability to work with individuals from different cultural/national backgrounds.
  •  Able to collaborate with project teams
  •  Strong oral and written communications skills in English
  •  Ability to mentor Administrative Staff to facilitate work planning, delivery, and quality review.

Please refer to the link for ADB Competency Framework for National Staff Level 4.

General ConsiderationsThe selected candidate, if new to ADB, is appointed for an initial term of 3 years. ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience. ADB seeks 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. Please note that the actual level and salary will be based on qualifications of the selected candidate.


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