Associate Operation Coordinator

Job Purpose

To provide assistance in resident mission administrative management, logistics, mission support and operational coordination under the guidance of Senior Finance and Administrative Officer (SFAO), and in consultation with Senior Country Economist.

Expected Outcomes

Coordination and Liaison Function

• Plays an important role in liaison and relationship management with the government counterpart agencies and development partners.
• Supports high level missions and other missions from HQ, including facilitation for scheduling, preparation and/or consolidation of briefing materials, and coordination within CARM as well as other parties concerned at HQ and in Cambodia.
• Serves as a focal point or provides support for major events and activities held at or involving CARM or staff, including selecting participants from government, scheduling, logistic arrangements, preparation of reference materials, coordination with the organizer and participants.
• Provides guidance and support in the process of fulfilling protocol requirements for CARM and its staff undertaken by other administrative/operations assistants.
• Supports for obtaining mission clearance of all missions to Cambodia
• Maintains mission database and disseminates the list to staff on a weekly basis or when requested.

Administrative/Logistic Function

• Assists in arranging required logistic facilities such as transportation, press conferences, workshops, seminars and visa. Coordinates closely with the contractor for visa services and travel service provider and provides advice to ADB HQ staff on visa requirements and cost effective routing on mission travel.
• Assists in arranging transportation for the RM routine needs and mission travel.

Safety and Security

• Assists SFAO in ensuring the safety and security of CARM staff and HQ missions to Cambodia, including supervision of security contractor at CARM and international staff residences; liaison with the Office of the United Nations Department of Safety and Security (UNDSS) in Cambodia to obtain security alerts and information for dissemination to CARM and HQ staff;

Finance and Administration

• Provides back up support to the SFAO for financial, accounting and Administrative matters including coordination and communication within CARM and HQ on administrative and finance matters.
• Provides necessary support or inputs to the annual budget preparation and administration, and helps the SFAO in ensuring CARM key deliverables are sufficiently funded and that resources are utilized efficiently.

Others

• Performs other activities as may be assigned by the CARM Management Team and SFAO, and as provided in the incumbent’s annual workplan.

Core Competencies

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Qualifications

Education Requirements

• Bachelor’s degree, preferably with a major/specialization in Business Administration, Finance, Accounting, Management or Economics

Relevant Experience

Work experience

At least 5 years relevant professional experience in office management, logistics, protocol function and/or finance and accounting work)

Technical knowledge

Proficiency in using standard ADB software applications for performing word processing, spreadsheets, graphics and database application

• Broad understanding of and experience in management support, general office management, personnel and budget-related matters, and networking with the Government and other organizations, especially international development agencies
• Familiarity with the local language, institutions, and practices; and structure of legislative and administrative bodies within the Government of Cambodia

 

People and leadership skills

Able to liaise and work effectively with staff within own work location and throughout ADB

• Able to work collaboratively with teams as a constructive team member
• Excellent verbal and written communication skills in English
• Proven coordination, interpersonal and diplomatic skills

 

Reporting Relationships

• Supervisor: Designated International Staff and senior National Staff

 

IMPORTANT INFORMATION: This vacancy is a local staff position with local remuneration package. It is open only to nationals and residents of Cambodia.

 

Reference Number	160742
Department	Southeast Asia Department
Division	Cambodia Resident Mission
Location	Cambodia Resident Mission
Date Posted	Monday, September 12, 2016
Closing Date	Monday, September 26, 2016 11:59 p.m. (2359 Manila Time, 0800 GMT)