Associate Logistics Management Officer (Mail and Messenger Services)

Job Posting Organization:
The Asian Development Bank (ADB) is an international development finance institution that was established to foster economic growth and cooperation in the Asia-Pacific region. Founded in 1966, ADB has grown to include 69 member countries, with 50 of these members from the Asia and Pacific region. The organization is headquartered in Manila, Philippines, and employs a diverse workforce dedicated to alleviating poverty and promoting sustainable development. ADB's mission is to achieve a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while continuously striving to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under Strategy 2030, which aims to address the region's most pressing challenges. ADB is committed to creating an inclusive work environment that respects diversity and promotes equal opportunities for all employees, regardless of their background.

Job Overview:
The Associate Logistics Management Officer (Mail and Messenger Services) plays a crucial role in ensuring the efficient operation of ADB's mail, courier, airfreight, pouch, and messenger services. This position is integral to maintaining the flow of communication and documentation within the organization. The officer will be responsible for providing technical support for mail distribution, ensuring compliance with established policies and guidelines, and monitoring outgoing mail to resolve any delivery issues. The role also involves overseeing daily mail center operations, conducting inspections of facilities and equipment, and maintaining updated records of Mail and Messenger Services focal persons. The officer will be expected to monitor compliance with IT policies, recommend automation processes, and facilitate user training on new technologies. Additionally, the officer will review courier and freight rates, manage mail dispatch assignments, and ensure that policies and guidelines remain relevant and effective. This position requires a proactive approach to problem-solving and a commitment to continuous improvement in service delivery.

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

• Providing technical support for mail distribution and ensuring accurate documentation in compliance with policies and guidelines.
• Monitoring outgoing mail and coordinating with senders to resolve any delivery issues.
• Overseeing daily mail center operations, including monitoring contractor attendance to ensure service coverage and escalating performance issues as necessary.
• Conducting regular inspections of mail center facilities and equipment to ensure proper upkeep and timely replacement of supplies.
• Maintaining an updated roster of Mail and Messenger Services focal persons and ensuring they are informed about their responsibilities.
• Monitoring compliance with IT policies and updating subscriptions and access authorizations for service providers.
• Updating the MMS website and recommending sustainable automation of processes.
• Facilitating user training for staff and service providers on new technology or software.
• Reviewing courier and freight rates and staying informed about industry and regulatory requirements. 1
• Providing management support for assigning mail dispatch to external delivery services within approved costs and monitoring these assignments. 1
• Reviewing policies, guidelines, and work instructions for relevance and recommending enhancements based on best practices. 1
• Compiling weekly and monthly service provider reports and consolidating data for submission against key accomplishment indicators. 1
• Performing other duties as assigned and reflected in the workplan.

Required Qualifications:
Candidates for the Associate Logistics Management Officer position must possess a Bachelor's degree in business administration, management, or related fields. Training in postal, courier/freight operations, import/export, and customs administration is considered advantageous. Applicants should have at least 5 years of experience in mail, courier, pouch, and messenger operations or logistics, with progressive experience managing mailroom operations, preferably in a multinational organization. A basic understanding of policies, guidelines, and procedures related to mail and messenger services is essential, along with knowledge of administrative and financial rules and regulations. Familiarity with international institutions' IT systems and computer-based applications is required, and experience using Microsoft SharePoint is a plus. Candidates should demonstrate attention to detail, excellent organizational skills, and the ability to work collaboratively with diverse teams.

Educational Background:
The educational background required for this position includes a Bachelor's degree in business administration, management, or a related field. Additional training in postal, courier/freight operations, import/export, and customs administration is highly desirable and will enhance a candidate's qualifications for the role.

Experience:
The position requires a minimum of 5 years of relevant experience in mail, courier, pouch, and messenger operations or logistics. Candidates should have progressive experience managing mailroom operations, ideally within a multinational organization, to ensure they possess the necessary skills and knowledge to excel in this role.

Languages:
Proficiency in English is mandatory, with excellent written and verbal communication skills required. Candidates should be able to effectively communicate with individuals from diverse cultural and national backgrounds. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
This appointment is open to both internal and external applicants and is a fixed-term position for an initial period of 3 years. At the end of this period, the appointment may be extended for up to 2 additional years, converted to a regular appointment, or ended based on ADB's needs and the employee's performance. 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 from its 69 member countries and encourages all qualified candidates to apply, particularly women.