Operations Analyst, Manila 268 views


Reference Number: 190694

Position Level: AS 7

Department: Sustainable Development and Climate Change Department

Division: Health SG, SDSC

Location: Asian Development Bank Headquarters

Date Posted: Tuesday, November 19, 2019

Closing Date: Wednesday, December 4, 2019 11:59 p.m. (2359 Manila Time, 0800 GMT)

IMPORTANT INFORMATION:

Close relatives1 of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.

1Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle

Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O.

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Overview

Asian 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 Health Sector Group, Sector Advisory Service Cluster (SDSC-HEA) within the Sustainable Development and Climate Change Department. The Sustainable Development and Climate Change Department provides leadership, innovation, and knowledge sharing for ADB’s sector and thematic work. SDSC-HEA provides strategic and operational support to the health sector community in ADB and supports fostering better health outcomes, monitoring health impacts of ADB’s operations and implementing health projects, and promoting health as a regional public good.

To view ADB Organizational Chart, please click here.

Job PurposeThe Operations Analyst will provide analytical, statistical and/or administrative support to the strategic programming and management of the health sector group (HSG) secretariat’s technical assistance (TA) program and portfolio; provide support in the division and HSG’s work planning and the office of the Chief of Health Sector Group’s management of administrative budget, health trust fund/s, knowledge databases and websites, calendar, and external invitations; support the conduct of Health Talks, brownbags, and other health knowledge events; support the processing and finalization of health knowledge products in the publication process, and spearhead the HSG’s social media activities, including the management of the official Twitter account of @ADBHealth. The Operations Analyst will also be the administrator of the Health Community Site in SharePoint and will support the preparation of the Health Newsletter. ‘The incumbent will report to Chief of Health Sector Group (HSG) and/or designated International staff.

Responsibilities

Works independently in all or a combination of the following defined areas, depending on the assignment/instructions from supervisors (International Staff):

TA Program

  • Supports supervisors for the timely submission of TA project proposals.
  • Acts as focal point for monitoring and reporting the progress of HSG secretariat’s TA program. Ensures that the TA program is within the allocated TA resources and that TA program and processing status is accurately reflected and regularly updated in eOps or other relevant programs.
  • Ensures that the TA program is consistent with Sustainable Development and Climate Change Department’s (SDCC’s) annual work program and compliant with ADB’s business processes.
  • Develops and/or maintains the database on HSG’s TA projects and coordinates with divisions/units the requirements on TA data and reports by the Controllers Department (CTL), Procurement, Portfolio and Financial Management Department (PPFD), and Strategy and Policy Department (SPD), the office of the Chief Sector Officer, Sector Advisory Service Cluster (SDSC) and the office of the Director General of SDCC (SDOD).

TA Administration and TA Portfolio Management

  • Handles assigned TA administration tasks related to consultant engagement and contract administration, liquidation of TA advances and expenses, and monitoring and reporting of TA accounts. Prepares memos related to TA administration and consultants’ contract management.
  • Creates and/or maintains TA project records in eOps and other project administration-related systems and uploads project related documents on a timely basis. Maintains TA project files for easy retrieval.
  • Closely coordinates with divisions/units to ensure that eOps is regularly updated for TA administration activities. Analyzes the department’s TA portfolio and prepares progress reports for the HSG Chief; Chief Sector Officer, SDSC; and SDCC Management. Creates and/or maintains the database on HSG Secretariat’s TA portfolio to facilitate monitoring and progress reporting.
  • Closely monitors and liaises with concerned divisions/units the status of TA completion, financial closing, and TA Completion Report (TCR) preparation. Report status of TCR preparation and identifies any delays and underlying causes.

Work Plan and Budget

  • Contributes to the HSG secretariat’s annual work program and provides inputs to the work program and budget framework and operations review meetings by preparing draft write-ups and analytical summaries of the annual TA program.
  • Prepares inputs to the annual work program by coordinating and summarizing the TAs for completion, financial closing, and TCR preparation.
  • Handles logistics related work programming such as work planning, retreats, strategy sessions, and joint planning meetings with other departments.
  • Contributes to the compliant selection and engagement of staff consultants by initiating request for recruitment of consultants in the Consultant Management System (CMS), verifying, analyzing, and evaluating background information, issuing Notice to Proceed. Liaises with PPFD in consultant selections and resolve routine problems independently. Acts as HSG secretariat’s budget coordinator and as the health trust fund administrator.

Knowledge Events and Dissemination

  • Provide support for the preparation of topics, ensuring the speakers and the conduct of Health Talks and other health events. Support the team in preparation of the health newsletter. Spearhead HSG’s social media activities including but not limited to Twitter updates via @ADBHealth of health knowledge events and products that contributes to the visibility of ADB in the health sector and promotion of ADB as a knowledge provider for health.
  • Function as events manager and lead the organization and coordination for regional health workshops, seminars or conferences through contracts management, logistics, planning, and budget management.

Internal Management

  • Supports the maintenance of databases on HSG secretariat’s trust funds and financing partnership facilities, speeches, and briefing papers. Coordinates with other units to ensure that these databases, including the team’s SharePoint site are updated regularly. Supports the periodic review of the usability of these databases and suggests improvements to increase accessibility and effectiveness for improved knowledge sharing.

Others

  • Performs other duties as may be assigned by immediate supervisors, as reflected in the incumbent’s work plan.

Qualifications

Relevant Experience & Requirements

  • Bachelor’s degree, preferably Development Studies, Business Administration, Economics, health and/or other development-related courses. Master’s degree in business or relevant fields is preferred.
  • Minimum of 5 years of relevant work experience.
  • Excellent written and verbal communication skills in English is required.
  • Working Knowledge of policies and procedures related to TA processing, administration, and implementation.
  • Familiarity with procurement, consultant engagement, and contracts management.
  • Proficient in ADB systems and applications used.
  • Good coordination, organizational, and interpersonal skills.
  • Effective report writing, particularly in social media content writing.
  • Able to exercise judgement on urgent matters.
  • Able to liaise and work effectively with staff within the team and with external clients.
  • Able to work collaboratively with teams as a constructive team member.
  • Excellent oral and written communication skills.
  • Please refer to the link for ADB Competency Framework for AS7

General Considerations

The 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.This vacancy is a local staff position. It is open only to nationals and residents of the Philippines.

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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