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Principal IST Specialist (Portfolio Management)

Asian Development Bank (ADB) | Apply By 22 March 2010

Office of Information Systems and Technology

Job Purpose:

Lead the planning, implementation and supervision of the Information Technology Portfolio Management Unit (ITPMU) in line with the vision, goals, strategies and work plan of the Office of Information Systems and Technology (OIST) in support of overall ADB goals.

Working with the Technology Division, Solution Delivery Division, and Infrastructure Support Unit of OIST and other areas of the ADB, responsible for the overall planning, supervision and coordination of activities related to the implementation of projects funded under various budgetary resources including the Information Systems and Technology Strategy for 2004-2009 (ISTS II). This is to ensure that information technology (IT) initiatives are aligned to business requirements.

In undertaking these activities, the incumbent will coordinate with the Information Technology Committee (ITC), project sponsoring departments, BPMSD and other departments involved in ICT projects related to OIST. Also, chair the Investment Working Group (IWG) and Change Advisory Board (CAB).

Work within a framework of broad policies, principles and goals, applying a high degree of autonomy in selection of work methods.

Expected Outcomes:

a. Leadership and Strategic Management

Establish and cascade the ITPMU’s vision, goals, development strategies and key result areas (KRAs) in support of ADB’s goals, OIST’s goals and in compliance with ADB policies.

Lead the planning, implementation and supervision of work plans as well as monitor the quality of output and the achievement of long term goals and annual objectives for the unit.

Provide leadership, coaching, and counseling in professional and operational matters, taking the lead in contributing new or innovative approaches to policy and operational issues.

b. Program and Portfolio Management

Ensure strategic alignment of portfolio of IT projects with business requirements including pipeline management.

Ensure that business and OIST are involved in identifying and defining IT-enabled investment programmes, IT Services, assets and IT related projects.

Responsible for the overall project prioritization criteria and process relating to business goals and technical requirements.

Work with other areas of OIST in the design and implementation of program and portfolio management methodologies, including performance monitoring.

Support the effective governance of portfolio of projects and effective planning, initiation, execution and closure of projects.

Monitor the activities of portfolio of projects, their interdependencies and how they could impact IT services.

Chair the Change Advisory Board (CAB); assess the changes proposed to the CAB taking into account impacts on the portfolio of IT projects.

Monitor delivery of expected benefits in measurable terms to the stakeholders and user community.

Supervise the monitoring and review of portfolio of projects and budgets, and prepare periodic progress reports to Principal Director, OIST and the IT Committee.

Review portfolio performance and optimize for new opportunities, synergies and changed risks.

Work with the OIST Management team to resolve operational issues and conflicts across projects, and seek resolution of strategic and policy issues with Principal Director, OIST and the IT Committee.

Sponsor knowledge sharing and collaboration across internal and external clients.

Ensure continuous improvement on the processes, particularly project portfolio management, work request, prioritization, scheduling, and communication processes.

c. Budget, Procurement and Contract Management

Facilitate budget sessions with different units/divisions and OIST Management to formulate overall OIST budget requirement.

Oversee the implementation of procurement and contract administration processes in OIST in collaboration with Office of Administrative Services, Central Operations Services Office, Controller’s Department, and other relevant departments of ADB.

Administer the OIST Vendor Management System.

Maintain relations with OIST vendors within the scope of the vendor management system.

d. Human Resource Management

Liaise with Budget, Personnel, and Management Systems Department on Human Resource related activities such as staff development, performance management, and personnel recruitment of OIST.

Oversee the development and maintenance of OIST staff work plans and terms of reference (TOR).

Oversee the training activities of OIST staff to further help OIST staff increase their knowledge and skills.

e. Unit Operations Management

Oversee effective day-to-day operations and provide guidance on operational issues and ADB policies.

Inform and provide recommendations to the Principal Director, OIST on significant developments, emerging opportunities, and challenges in the area of responsibility.

Facilitate effective coordination and cooperation with other ADB departments and internal stakeholders.

Undertake the performance management of the unit, including motivation of staff.

Manage budget and resource allocation for the unit.

f. Knowledge Sharing

Participate in and contribute to relevant internal and external training and conferences and other activities for advocacy, dissemination and knowledge building.

g. Staff Supervision

Create and lead multi-disciplinary teams and ensure the overall quality of its work.

Supervise the performance of teams and individuals providing clear direction and regular monitoring and feedback on performance.

Provide coaching and mentoring to team and individuals and ensure their ongoing learning and development.

Educational Requirements:

A university degree in Information Technology, Business Administration, Management, Organization Development, Economics, Engineering, or related fields; preferably at postgraduate level or its equivalent, and with management training

Relevant Experience And Other Requirements:

Suitability to undertake the responsibilities mentioned above at the required level

At least 12 years of relevant experience in the management of large scale projects, project planning, monitoring techniques and methodologies

Experience in handling large contracts and in dealing with large groups of consultants and contractors

Significant experience with operations, policies and procedures of multilateral development and financing institutions, experience in lending and technical assistance operations preferred

Competence and ability to build and lead teams of highly qualified professional staff, national officers and administrative staff

Ability to handle negotiations and deal effectively with all levels of staff, Management, consultants, contractors, and other external counterparts

Strong working knowledge of Portfolio, Program, and Project Management practices.

Experience and knowledge of good practices in IT governance, including COBIT and ITIL.

Certification on related Portfolio Management is a plus.

Proven organizational, management and leadership qualities

Excellent oral and written communication skills in English

International experience working in several countries

Core Competencies:

Technical Knowledge and Skills
- Able to lead others to solve complex problems using technical knowledge and skills in relation to portfolio management
- Applies a high level of technical expertise in work on portfolio management
- Uses technical expertise to assist others within and outside ADB

Client Orientation
- Focuses own and other efforts on understanding and meeting client needs inside and outside ADB (e.g. Operations and Finance and Administration Departments, vendors, internal sections, service providers)
- Able to work effectively with clients
- Seeks feedback on the quality of service and makes improvements

Achieving Results
- Ensures own work contributes to achieving Office results
- Regularly reviews progress to ensure work is on target
- Prioritizes own and others’ work to achieve key results areas

Working Together
- Develops the team skills of team members
- Encourages cooperation within and between teams and promotes the value of diversity in teams, such as in different views, culture, nationality, and gender
- Facilitates conflict resolution within the team

Learning and Knowledge Sharing
- Helps staff to find a variety of ways to learn and develop
- Empowers staff to make improvements
- Encourages the team to learn from each other