Advisor, BPMSD and Head, Unit for Institutional Coordination

Job Description

Office of the Director General, Budget, Personnel, and Management Systems Department Closing date: 30 Jun 2011 , 5:00 p.m. (1700 Manila Time, 0900 GMT) Job Purpose: Lead the full range of work on institutional issues including workforce planning; staff position management; changes in organizational arrangements; business process re-engineering of non-operational departments and offices; updating, clarifying and maintaining consistency on administrative orders; and promoting internal communications. Provides high-level advice and support to the Director General (DG) in carrying out the Department’s work program with particular focus on institutional matters. Work within a broad concept and framework to define own scope of objectives and activities, applying a high level of autonomy in selecting appropriate methods and approaches. Expected Outcomes: A. Institutional Alignment and Coordination

• Under the guidance of Director General, Budget, Personnel and Management Systems Department (DG, BPMSD) and in consultation with concerned departments/offices, conduct overall organizational reviews, identify needs for organizational realignments and make recommendations to DG, BPMSD.
• Review and recommend to DG, BPMSD on individual departmental realignment requests, ensure consistency across ADB, and promote greater organizational effectiveness.
• Take the lead role in job/task identification, guidance on division of roles, developing terms of reference for key positions, implementation of team concept, and other organization arrangements.
• Review and identify other institution related issues and improve operations efficiency with particular focus on converting operational requirements into staffing requirements (skills analysis, benchmarking, and coefficient on key operational outputs) in areas of PSD/PSO, knowledge work, safeguard and compliance, project quality at entry, and project administration.
• Support and advise DG, BPMSD in all matters relating to management services and organizational studies and reviews and organization realignment in close coordination with departments/offices concerned. Participate in working group meetings at DG’s request on institutional matters other than HR and budget matters

B. Staffing Plan and Skills Set

• Develop short- and medium-term staffing plan for all departments and offices and prepare write-ups to the Work Program and Budget Framework (WPBF).
• Conduct skills needs assessment, establish skills requirements, identify skills gap in consultation with BPHR and concerned Units to initiate measures to improve and ensure greater consistency with broad skills required for supporting the Strategy 2020.
• Provide detailed staffing plan to Budget and Management Services Division (BPBM) for preparing and finalizing the budget framework, and provide inputs to the WPBF and monitor consistency between the work program data, overall staffing and skills requirements, and the preliminary internal administrative expense (IAE) budget proposal presented in the WPBF.
• Develop policies on staff position management. Review and monitor (i) the Bank-wide and departmental level complement including the flexibility that is within the permissible range prior to (and after) granting Management-driven promotions, (ii) rationale and urgency on need for lent positions, including management of vacancy pooling system and resulting implications,(iii) redeployment and redesignation of staff positions and (iv) proposal for external job title

C. Business Process: Consistency and Streamlining

• Lead business process review in select and critical areas to improve efficiency in service delivery to operations.
• Assess administrative support systems, including the review of existing HR related processes together with BPHR and Office of Information Systems and Technology (OIST) with a view to making greater use of technology solution to integrate and streamline HR processes.
• Review, update, and ensure greater clarity and consistency of Administrative Orders.

D. Resident Mission (RM)

• Formulate policies and action plans to address institutional issues at RMs for promoting ADB’s decentralization policy, including operating modality (e.g., hub options, out-posting), staffing, and business processes taking into account SPD’s recent Review of Resident Missions’ Operations paper.

E. Network for Internal Communication

• Play a lead role, together with Strategy and Policy Department and Department (SPD) of External Relations (DER), to ensure that an effective network for internal communication is in place with departmental representatives (RDs, PSOD and RSDD) on a wide range of mailers such as institutional alignment, staffing plan, operations coordination, results management, business process, better knowledge integration and dissemination between knowledge group and RDs, as well as other relevant information of importance and interest to the network focal persons.

F. Other Consolidation and Coordination Work

• Coordinate with BPBM and provide inputs, if required, with respect to various ADB-wide data such as inputs to SPD coordinated planning directions, operations resource parameters.
• Consolidate divisional inputs on work plans, BPMSD’s inputs to the WPBF and budget as well as statistics, briefing materials, Vice President (Finance and Administration) (VPFA) group calendar, and other regular and ad hoc reports, as required.
• Perform other coordination related work as assigned by DG, BPMSD.

G. Staff Supervision

• Create and lead multidisciplinary teams and ensure the overall quality of its work.
• Manage 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 on-going learning and development.

Educational Requirements: A university degree in Business Administration, Finance, Economics, Social Sciences or related fields; preferably at post-graduate level or its equivalent Relevant Experience And Other Requirements:

• Suitability to undertake the responsibilities mentioned above at the required level
• At least 15 years of relevant experience and demonstrated technical competence related to the assigned sector/area
• Excellent oral and written communication skills in English
• International experience working in several countries

Core Competencies: Application of Technical Knowledge and Skills

• Develops and shares new theories and applications
• Develops other specialists in ADB and client organizations as a subject matter expert
• Convinces sophisticated clients to follow ADB’s technical advice
• Focuses on creating depth in area of technical expertise within ADB

Client Orientation

• Leads complex client negotiations to achieve mutually agreeable outcomes
• Guides others on how to effectively involve diverse groups of stakeholders and clients in strategic planning
• Ensures consistent client satisfaction, particularly in highly sensitive and complex situations
• Proactively manages relationships with decision makers and opinion leaders that contributes to achieving ADB’s goals

Achieving Results and Problem Solving

• Conducts complex analyses and reviews to achieve planned results
• Integrates projects and programs contributing to sector, country, and regional results
• Identifies and plans for future issues in programs and initiatives
• Designs operational processes, resources, and systems, to deliver higher quality results at lower cost
• Manages for results by planning staff resources, implementing, monitoring, and reporting outcomes

Working Together

• Leads the achievement of interdepartmental or multi-client project goals
• Builds sustainable and productive long-term relationships with strategic partners at Ministerial, Central Agency and Sector level while appreciating differing objectives and concerns
• Actively manages potential team conflict situations before they arise
• Builds a safe environment within teams where staff and clients feel comfortable to openly share differing views and opinions

Communication and Knowledge Sharing

• Diligently seeks and acts on feedback from internal and external stakeholders
• Consistently provides the appropriate level and amount of communication to internal and external stakeholders
• Develops approaches for information access and the dissemination of relevant knowledge solutions
• Stimulates the formation of novel and useful knowledge products and services

Innovation and Change

• Acts as a change sponsor to win the support of those who are resistant to Strategy 2020 or organizational changes
• Persuasively communicates the reasons for organization change, addressing concerns and encouraging thinking beyond possible immediate personal inconveniences
• Anticipates the need for changes in policies and procedures to increase the effectiveness of ADB’s assistance
• Drives the development of a continuous improvement and openness to change culture throughout ADB

Managing Staff

• Ensures consistent and transparent application of staff policies in all situations, even when challenged by stakeholders
• Proactively manages the performance of all staff by delivering meaningful feedback about strengths, development areas, and performance issues at all opportunities
• Prioritizes staff management by building an open and supportive environment where all staff are focused on results, even in difficult situations
• Motivates staff to collaboratively achieve Departmental results and collectively share achievements
• Considers team strengths, development priorities, and divisional accountabilities, when distributing tasks and accountabilities

Leadership and Strategic Thinking

• Aligns words with actions
• Seeks opportunities to gain support and buy-in from internal and external stakeholders for ADB’s vision, mission and strategy
• Motivates others who are unclear or not aligned with the priorities of Strategy 2020 by explaining the rationale and big picture supporting objectives
• Sought out to assist in aligning Departmental and organizational strategies and work plans with the needs of Strategy 2020
• Consistently involves current and potential stakeholders in designing and managing organizational changes needed to achieve ADB’s strategic objectives

Accountability

• Consistently assumes responsibility for Divisional or Departmental actions by explaining successes, failures, and proposing remedial actions
• Invests significant time in creating a culture of accountability and responsibility by using experience and advice to guide others
• Share accountability to improve the Division or Departmental performance and effectiveness
• Quickly manages and resolves situations when accountabilities are not met

InspiringTrust and Integrity

• Expresses views and behaves that enforces ADB values and inspires others to follow
• Establishes an environment that encourages open communication and responsible information sharing
• Delivers on commitments, obligations, and promises
• Avoids abuse of power or authority in any circumstance
• Consistently applies and upholds ADB rules and code of conduct
• Takes prompt and consistent action to address unprofessional, improper, or unethical behavior, including possible misconduct and violations to ADB’s anticorruption policy
• Acts promptly to address any situations of perceived, potential, or actual conflicts of interest
• Maintains confidentiality of information in accordance with ADB rules

Immediate Reporting Relationships / Other Information: The position reports to: Director General, Budget, Personnel, and Management Systems Department (BPMSD)

The following staff positions report to the Advisor, BPMSD and Head, Unit for Institutional Coordination:

International Staff, National Staff and Administrative Staff

Women are encouraged to apply.