Associate Asset Management Officer

Job Posting Organization:
The Asian Development Bank (ADB) is an international development finance institution established to foster economic growth and cooperation in the Asia-Pacific region. Founded in 1966, ADB is headquartered in Manila, Philippines, and comprises 69 member countries, with 50 of these from the Asia and Pacific region. ADB's mission is to alleviate poverty and promote sustainable development through financial assistance, knowledge sharing, and partnerships. The organization employs a diverse workforce and is committed to creating an inclusive environment where all employees are treated with respect and given equal opportunities. ADB aims to achieve a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while continuously working towards eradicating extreme poverty. The institution operates under its Strategy 2030, which outlines its vision and goals for the future.

Job Overview:
As an Associate Asset Management Officer at ADB, you will play a crucial role in managing the service area's budget and providing technical support for asset functions, including asset management and inventory control for Field Offices (FO). This position is vital for ensuring that the organization's resources are utilized efficiently and effectively. You will be responsible for preparing and managing the annual capital expenditure and administrative budgets, reviewing budget requirements, analyzing historical records, and coordinating with various departments to ensure that the budget aligns with the organization's goals. Your role will also involve initiating requisitions for office supplies and equipment, monitoring deliveries, and ensuring compliance with budgetary constraints. You will contribute to the development of asset management guidelines and procedures, support physical inventory count activities, and help identify opportunities for efficiency improvements in asset management services. This position requires a proactive approach to problem-solving and collaboration with various stakeholders within the organization.

Duties and Responsibilities:
The duties and responsibilities of the Associate Asset Management Officer include:

• Managing the business unit's annual capital expenditure and administrative budgets, including standard and non-standard supplies and office equipment acquisition.
• Reviewing budget requirements by user units and analyzing historical records to prepare for the annual budget, mid-year review, and post-evaluation reports.
• Coordinating with department and business unit's overall budget coordinator to ensure alignment with organizational goals.
• Initiating or reviewing requisitions of office supplies and equipment, coordinating with requestors from other departments, and monitoring the delivery of supplies.
• Ensuring the utilization of allocated budgets and responding promptly to inquiries from ADB staff and personnel in HQ and FOs.
• Checking the completeness and accuracy of invoices from storeroom and outsourced service contracts and processing payments in eProc.
• Managing the administration of the FO Fixed Asset Registry (FAR) and contributing to the asset management guidelines and procedures.
• Reviewing and approving HQ and FO staff user access and approval hierarchy in the eProc purchasing facility.
• Monitoring compliance with contract provisions on inventory and storeroom services and procurement of office supplies and equipment by service providers. 1
• Providing inputs to audit reviews and implementing action plans, conducting reviews, and submitting attestation reviews and business process maps. 1
• Supporting physical inventory count activities of ADB assets and helping verify and reconcile results. 1
• Contributing to strategic review and planning for Asset Management Services on budget and fixed assets through the review and improvement of ADB policies, procedures, and guidelines. 1
• Identifying efficiency measures or streamlining opportunities. 1
• Performing other duties as assigned and reflected in your work plan.

Required Qualifications:
To qualify for the position of Associate Asset Management Officer, candidates must possess a Bachelor's degree in business administration, accounting, engineering, or related fields, preferably with advanced training. Additionally, candidates should have at least 5 years of relevant professional experience, demonstrating in-depth knowledge of policies and procedures in asset management, inventory control, and budget management. A working knowledge of ISO 14001 and OHSAS 18001 best practices in asset management, including storeroom operations, receiving, and disposal, is also required. Familiarity with international institution's IT systems and computer-based applications, including databases such as Oracle, Outlook, SharePoint, and eProcurement, is essential. Candidates should be able to liaise and work effectively with staff within their work location and across the institution, demonstrating strong teamwork skills. Excellent written and verbal communication skills in English are mandatory.

Educational Background:
Candidates must have a Bachelor's degree in business administration, accounting, engineering, or related fields. Advanced training in relevant areas is preferred, as it enhances the candidate's qualifications for the role.

Experience:
Candidates should have a minimum of 5 years of relevant professional experience in asset management, inventory control, and budget management. This experience should demonstrate a strong understanding of the policies and procedures related to these areas, as well as the ability to manage budgets effectively and efficiently.

Languages:
The mandatory language for this position is English, with an excellent command of both written and verbal communication skills required. Proficiency in additional languages may be considered an asset, but English is the primary language of communication within the organization.

Additional Notes:
This position is a fixed-term appointment for an initial period of 3 years. At the end of this period, the appointment may be extended once for up to 2 years, converted to a regular appointment, or ended on its expiration date, depending on the needs of ADB and the performance of the staff member. ADB offers a competitive salary and a comprehensive benefits package, including a retirement plan, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development. ADB is committed to hiring nationals of its 69 member countries and encourages all qualified candidates to apply, regardless of their background.