Asian Development Bank

Administrative Services Coordinator (Planning and Budget)

Asian Development Bank

Job Description

Job Vacancy | Friday, March 19, 2021 Reference Number: 210120 Position Level: AS 7 Department: Office of Administrative Services Division: Office of the Principal Director, OAS Location: Asian Development Bank Headquarters Date Posted: Friday, March 19, 2021 Closing Date: Tuesday, April 6, 2021 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.

1 Close 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. 2.03, paragraphs 5.8 and 5.9).


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 Office of the Principal Director (OAOD), within the Office of Administrative Offices (OAS).

OAS manages the building, facilities and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.

OAOD comprises teams responsible for planning and preparing the department work program, budget, Human Resource management, IT and internal communications, and field office support.

Job Purpose

The Administrative Services Coordinator (Planning and Budget) will provide analytical support in the preparation and implementation of the departmental workplan and budget. The incumbent will report to the designated International Staff and/or senior National Staff.


  • Consolidates the annual internal administrative and capital expenditure budget of the department, provides Analysis according to requirements, and verifies the accuracy and completeness of data submitted by OAS divisions/units.
  • Supports the preparation of OAS Work Program and Budget Framework, particularly on a consolidated three-year budget requirement and updated 10-year Capital Expenditure (CAPEX) plan of OAS divisions, and provides analysis vis-à-vis approved OAS portfolio.
  • Monitors and prepares monthly budget utilization analysis in close Coordination with budget counterparts of the divisions/unit aligning it with the departmental work plan progress.
  • Regularly reviews expenditures against approved budget to help plan for emerging budget requirements, budget reallocation, or budget reprioritization.
  • Analyzes status of ongoing CAPEX budget against approved budget, commitments, and disbursements; coordinates any discrepancy in figures with respective budget owners; and prepares quarterly budget utilization reports.
  • Performs cost analysis for consultancy requirements, studies, budgets and plans, as needed.
  • Participates in the implementation of process improvement projects and coordinates automation requirements including data collection, reports, and/or systems enhancements; prepares internal guidelines, templates, and documents to improve departmental planning and budget management.
  • Reconciles budget data from internal budget applications against institutional budget systems (e.g. ensuring database of information is accurate and SharePoint site contents are updated).
  • Liaises with budget focal within OAS and budget counterparts outside the department on budget-related matters; and prepares correspondences, documents, and ad-hoc reports required by internal and external clients relating to departmental work plan and budget.
  • Acts as the alternate department budget coordinator and performs other duties as may be assigned and reflected in the incumbent's work plan.
Qualifications Relevant Experience & Requirements

  • Bachelor's degree in Management, Accounting, or related field.
  • Minimum of 5 years relevant professional experience in work planning and budget management.
  • Excellent written and verbal communication skills in English is required.
  • In-depth knowledge and experience in budget planning and monitoring, budget process analysis and documentation
  • Strong analytical, Problem Solving, and interpersonal skills, with ability to liaise effectively with all types of internal and external clients.
  • Working knowledge in accounting policies and principles, budget control, cost analyses and auditing
  • Working knowledge of standard and ADB-adopted Computer Applications (Office 365, Sharepoint, etc.) an advantage
  • Familiarity with existing database Management Systems and Data Analysis tools (Oracle ERP and other database applications)
  • Please refer to the link for ADB Competency Framework for Administrative Staff levels 6-7.
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.

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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