Background

The Asian Development Bank Institute (ADBI) is looking for an experienced Director for Administration, Management and Coordination. He or she will be responsible for establishing strategies and work plans in support of ADBI goals and for ensuring the efficiency, relevance and impact of ADBI’s activities through effective planning, managing and monitoring of administrative services for ADBI, including budgetary matters, human resources management, operations management and coordination, and liaison with Japanese authorities at a high level.

Responsibilities

Administration, Budget, and Accounting

• Establish and cascade the department’s vision, goals development strategies and key result areas in support of ADBI’s goals.
• Lead the planning, implementation, and supervision of the department’s workplans; monitor the quality of output and the achievements of goals; and oversee, direct, and supervise all administrative-related services of ADBI.
• Lead the preparation of the ADBI budget and of budget reports and the process of reallocating resources and reprioritizing programs.
• Lead and oversee financial and other policies in ADBI as appropriate.
• Evaluate related internal controls within ADBI.
• Authorize and supervise financial transactions and payments.
• Lead and oversee the preparation of financial, management and other reports as required in compliance with the Generally Accepted Accounting Principles; and ensure the accuracy and consistency of such reports and their compliance with policies or established practices of ADBI.
• Oversee and direct all accounting matters and audit matters and liaise closely with ADBI’s internal and/or external auditors.
• Lead, oversee, and direct ADBI’s procurements activities.

Management and Coordination

• Oversee effective relationship management and coordination between the various departments of ADBI, between ADBI and ADB headquarters, and with other international organizations and development partners.
• Lead and oversee the management of ADBI’s office facilities and office equipment and the implementation of policies and practices to mitigate safety and security risks.
• Liaise closely with Japanese ministries, agencies, and institutions.
• Lead ADBI’s outreach activities by promoting and strengthening relations between ADBI and Japanese research institutes and universities.
• Liaise with Japanese media.
• Liaise closely with ADB headquarters, as required.

Human Resources Management

Under the guidance of the Dean and CEO, ADBI

• Manage the full range of human resource and staff management issues, including recruitment, performance evaluation and improvement, and conflict resolution.
• Lead the management of the human resource function such as recruitment at the international and local level.
• Lead the management of compensation and benefits policies of ADBI.
• Manage the performance of ADBI staff by providing clear direction and regular monitoring and feedback.

Core Competencies

Application of Technical Knowledge and Skills

• Develop and share new theories and applications
• Develop other specialists in ADBI and client organizations as a subject matter expert
• Convince sophisticated clients to follow ADBI’s technical advice
• Focus on creating depth in area of technical expertise within ADBI

Client Orientation

• Lead complex client negotiations to achieve mutually agreeable outcomes
• Guide others on how to effectively involve diverse groups of stakeholders and clients in strategic planning
• Ensure consistent client satisfaction, particularly in highly sensitive and complex situations
• Proactively manage relationships with decision makers and opinion leaders that contributes to achieving ADBI’s goals

Achieving Results and Problem Solving

• Conduct complex analyses and reviews to achieve planned results
• Integrate projects and programs contributing to sector, country, and regional results
• Identify and plan for future issues in programs and initiatives
• Design operational processes, resources, and systems, to deliver higher quality results at lower cost
• Manage for results by planning staff resources, implementing, monitoring, and reporting outcomes

Working Together

• Lead the achievement of interdepartmental or multi-client project goals
• Build sustainable and productive long-term relationships with strategic partners at Ministerial, Central Agency and Sector level while appreciating differing objectives and concerns
• Actively manage potential team conflict situations before they arise
• Build a safe environment within teams where staff and clients feel comfortable to openly share differing views and opinions

Communication and Knowledge Sharing

• Diligently seek and act on feedback from internal and external stakeholders
• Consistently provide the appropriate level and amount of communication to internal and external stakeholders
• Develop approaches for information access and the dissemination of relevant knowledge solutions
• Stimulate the formation of novel and useful knowledge products and services

Innovation and Change

• Act as a change sponsor to win the support of those who are resistant to organizational changes
• Persuasively communicate the reasons for organizational change, addressing concerns and encouraging thinking beyond possible immediate personal inconveniences
• Anticipate the need for changes in policies and procedures to increase the effectiveness of ADBI’s assistance and intellectual and training products
• Drive the development of a continuous improvement and openness to change culture throughout ADBI

Managing Staff

• Ensure consistent and transparent application of staff policies in all situations, even when challenged by stakeholders
• Proactively manage the performance of all staff by delivering meaningful feedback about strengths, development areas, and performance issues at all opportunities
• Prioritize staff management by building an open and supportive environment where all staff are focused on results, even in difficult situations
• Motivate staff to collaboratively achieve Departmental results and collectively share achievements
• Consider team strengths, development priorities, and departmental and work team accountabilities, when distributing tasks and accountabilities

Leadership and Strategic Thinking

• Align words with action
• Seek opportunities to gain support and buy-in from internal and external stakeholders for ADB/I’s vision, mission and strategy
• Motivate others who are unclear or not aligned with the priorities of ADB’s Strategy 2030 by explaining the rationale and big picture supporting objectives
• Sought out to assist in aligning Departmental and organizational strategies and work plans with the needs of ADB’s Strategy 2030
• Consistently involve current and potential stakeholders in designing and managing organizational changes needed to achieve ADB/I’s strategic objectives

Accountability

• Consistently assume responsibility for work team or Departmental actions by explaining successes, failures, and proposing remedial actions
• Invest significant time in creating a culture of accountability and responsibility by using experience and advice to guide others
• Share accountability to improve the work team or Departmental performance and effectiveness
• Quickly manage and resolve situations when accountabilities are not met

Inspiring Trust and Integrity

• Express views and behave in ways that enforce ADB/I values and inspires others to follow
• Establish an environment that encourages open communication and responsible information sharing
• Deliver on commitments, obligations, and promises
• Avoid nepotism, national favoritism, and abuse of power, patronage or authority, in any circumstance
• Consistently respect, apply and uphold ADB/I rules, codes of conduct, guidelines and administrative practices
• Take prompt and consistent action to address unprofessional, improper, or unethical behavior, including possible misconduct and violations to ADB’s anticorruption policy by staff, consultants, experts or other personnel
• Act promptly to address any situations of perceived, potential, or actual conflicts of interest or plagiarism

Selection criteria

• Suitability to undertake the responsibilities mentioned above at the required level.
• A university degree in business administration, finance, economics, social science or related fields; preferably at postgraduate level or its equivalent, and management training.
• At least 15 years of combined professional work experience in one or more of the three core areas: administration, budget, and accounting; management and coordination; and human resources management.
• Strong leadership, management, sound judgment and strategic thinking.
• High order of English oral and written communication skills.
• Strong working knowledge of Japanese with practical experience liaising with high level Japanese authorities.
• Experience and interest in knowledge management and results-based management.
• International experience, including with multilateral institutions, will be taken into consideration.

Appointment Term

This is a fixed term senior staff position based in Tokyo for an initial term of three (3) years. At the ADBI’s sole option, at the end of the initial term, the appointment may be renewed for a further period of up to three (3) years or not renewed. Conversion into a regular indefinite appointment is precluded. A fixed term appointment will automatically and without prior notice expire at the end of the original or renewed term.

ADBI offers an internationally competitive compensation package based in US dollars (paid in Japanese yen). Salaries and expatriate benefits are generally free of tax except for citizens of some countries.

Application procedure

Applicants must be nationals of an Asian Development Bank member economy.

Applicants are invited to apply online. Please attach a cover message, CV, and Personal History Form.

Applications should be submitted no later than 17 June 2024 at 5:00pm Tokyo time.

Upon submission, please wait for your application to load. Once completed, you will be redirected to a thank you page. Do not submit your application multiple times.

Women are encouraged to apply.

No telephone or e-mail submissions.

Only short-listed candidates will be notified.