Associate Workplace Management Administrator

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Job Description

As an Associate Workplace Management Administrator, you will provide active support in the management and monitoring of the overall budget and service contracts administration of CSWH Administrative Expense (AE) and 3-year rolling Capital Expenditure (CAPEX), in line with ADB’s policies and CSD Implementing Guidelines.
You will:
  • Prepare and support timely submission of CSWH’s annual, revised estimates and post-evaluation of Administrative Expense (AE) and Capital Expenditures (CAPEX); regularly monitor the division’s lodged commitments and expenditures/disbursements.
  • Prepare quarterly accrual reports for AE and ensure timely payments are completed every reversal period; cross check with relevant CSWH parties that services and goods will be rendered within a specific time; and contribute to the efficient processing of invoices and ensure accuracy and timely submission by contractors/service providers.
  • Support in monitoring building and equipment maintenance contracts by checking compliance of all contract provisions and in clarifying claims/queries of contractors; contribute to the effective, economical, and efficient procurement of services.
  • Assist in preparing the Annual Institutional and Procurement Plan (AIPP) for the division; monitor and update actual progress versus targets.
  • Maintain budget files and records, statistics, and related documents; use computerized system to cross-check budget data; input budget entries and request for payment (RFP) in Oracle and Coupa; prepare, maintain, and implement reclassification of accounts, whenever necessary. Conduct reconciliation of data from different systems available (i.e. Budget Management and Control System, Travel Management System, Oracle, Consultant Management System, General Ledger) to ensure accuracy of figures.
  • Support the preparation and completion of required project documents in compliance with established guidelines and procedures.
  • Contribute to the smooth operation of the unit by managing the following: (i) petty cash, (ii) cash advances, (iii) reimbursements, and (iv) Procurement card transactions. Support contract managers from filing requests, cash disbursement, liquidation up to documentation.
  • Provide support to timely extension of contracts (service providers and consultants) and review relevant/revised areas to be included in amendments.
  • Conduct forecasting analysis of the division’s requirements and ensure yearly targets are met through diligent monitoring of requisitions, invoices, deliveries and close coordination with service providers, contract managers and the Controller’s Department.
  • Perform other duties as may be assigned and reflected in the incumbent’s work plan.
Qualifications:
You will need:
  • Bachelor’s degree in management, accounting, or related field.
  • At least 5 years relevant professional experience.
  • Working knowledge and experience in budget planning and monitoring related to budget processing and preparation,
  • Working knowledge and proficiency in the use of computer applications and databases (s.a. MS Office application, Office 365, SharePoint, etc.).
  • Good understanding of accounting policies and procedures, and knowledge of budget control, cost analyses and auditing.
  • Strong analytical and problem-solving skills.
  • Ability to liaise and work effectively with staff within own work location and throughout ADB.
  • Ability to work collaboratively with teams as a constructive team member.
  • Written and verbal proficiency in English.
  • Please refer to the link for ADB Competency Framework for Administrative Staff Level 6.
Source:  https://www.adb.org/careers/240154

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