Senior Workplace Management Officer

IMPORTANT INFORMATION:

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).

In the event that the staff appointed to a new category (i.e. from AS to NS, or from NS to IS) is rated at 2 or lower in the first two performance reviews after appointment at the new level, they will return to the level occupied immediately prior to their appointment in the new category.

Overview

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.

The position is assigned in the Workplace Management Unit within the Workplace Management and Hospitality Division (CSWH). CSWH is under the Corporate Services Department (CSD).

CSD manages the building, office space, facilities and delivers over 70 diverse corporate 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 Director General and supported by Division Directors who manage the respective business units. 

CSWH manages the ADB Headquarter facilities and a host of workplace and staff commercial services. The HQ building Operations and Maintenance team within CSWH is specifically responsible for: (i) planning, implementing, operating and maintaining HQ office building-systems and grounds services; (ii) planning and coordinating technical and financial feasibility studies of specialist technical projects and preparing related proposals for capital expenditure outlays and tracking of associated disbursements; (iii) monitoring, implementing, and ensuring procedures are compliant with regulatory codes including Energy, Environment, Health & Safety Management System; and (iv) exchanging best practices and providing technical consultative support to field offices as required for projects and/or operational matters.

Job Purpose

The Senior Workplace Management Officer will, in compliance with internal controls and guidelines, manage and coordinate site and building operations and maintenance activities for the safe, efficient, and economic operation and maintenance of ADB's building systems and services including the planning and implementation of their technical renovations and upgrades. The incumbent will report to Director, CSWH and/or designated International Staff and may supervise Administrative Staff.

Responsibilities

• Leads the assigned building operations team, composed of Associate and Assistant Engineers and service provider's staff to ensure that all building services including technical and soft services, are in an optimal and safe condition and operating efficiently, and oversee work performance of third-party service providers.
• Responsible for the performance of assigned vendor(s) including, contributing to the setting of optimal service level agreements and vendor contractual requirements, leading regular reviews and quality control/assurance of their planning and implementations, adherence to Planned Preventative Maintenance program, responsiveness to client and/or functional work-requests, corrective actions and mitigation works. Participates in coordinating functional and divisional quarterly performance reviews of relevant vendors.
• In acting as a Building Manager, effectively manages functional communication, relationships, expectation-setting and standards-setting, and satisfaction for various clients/stakeholders for the designated areas at HQ; coordinates, per agreed metrics, prompt response to client-service requests for the managed functional services following ADB’s electronic-Service request platform and associated work assignment and fulfilment processes.
• As a Building Manager, assumes responsibility for overall coordination among various divisional and departmental teams conducting building-related work, capital projects, space reconfigurations and alterations, hosting events, and delivering staff and/or amenity services, to ensure that all such works and services are planned and delivered effectively, efficiently and per set standards. Leads work-related technical design reviews, Quality Assurance and Quality Control (QAQC), testing and commissioning, and operational handover. Assures works’ safe and continuous operations, code-compliance and user adherence to the set standards, guidelines, and protocols.
• Leads the efficient planning and operation of building engineering systems, including the centralized air-conditioning system comprising of chillers, cooling towers, chilled water and condenser pumps, and the ventilation system, Electrical Distribution Systems comprising of high, medium, and low voltage distribution networks, switchgear and generators, water distributions systems, etc. Assures that all preventive and corrective maintenance works and manages related service contracts are planned and delivered by vendors/personnel per agreed standards and performance metrics.
• Coordinates the operation and/or future updates of a modern building automation system to ensure an energy efficient building performance and optimal environmental work condition for HQ users. Monitors system data and runs analytics to identify trends in building performance and user satisfaction.
• Coordinates the operation and/or future enhancements of the HQ appearance-care/cleaning services to ensure that the site, external grounds, and workplace environment are maintained in a safe, welcoming, pleasant, and consistent manner at all times for occupants and visitors.
• Ensures sustained physical resilience of HQ by coordinating contingency and preventative plans and mitigation measures, disaster, and operational recovery. Sustains personal participation, as required, in duty work during outside business hours, holidays, and in times of emergencies like storms, civil disturbances, etc. Participates in workplace and organizational resilience programs and drills to avoid disruption to HQ operations.
• Conducts investigation and root-cause analysis of equipment and systems outages and failures, restores affected service without delay, and recommends measures to avoid recurrences; coordinates with public utility companies on matters such as service interruptions and other related problems.
• Leads the QAQC process including structured and ad-hoc inspections of the building, engineering systems, and related operational and projects activities, including building appearance and quality of workspace.
• Devises and oversees the planning and reporting of the programs for the upgrade, improvement, and renovation of the building systems, including mechanical and/or electrical engineering equipment, to ensure sustained life-space and useful and uninterrupted operations of such assets, adoption of state-of-the-art systems and operations as well as compliance with ADB’s Energy, Environment, Health and Safety Management System (E2HSMS), Leadership in Energy & Environmental Design (LEED) guidelines.
• Manages the effective and efficient planning and execution of assigned projects related to upgrades or replacement of building-engineering systems (e.g. Heating, Ventilation and Air Conditioning including chillers, electrical infrastructure), including financial and budget feasibility plans and proposals, structured technical design review, required documentation, QAQC, testing and commissioning, and operational hand over.
• Provides input in the preparation as well as ongoing monitoring and tracking of annual and regular budgets (for administrative and capital expenditures) and meets set budget targets.
• Coordinates with government agencies in securing permits and licenses for the upgrades and/or operation of various building engineering services.
• Coordinates the acquisition-disposition life cycle (purchase requisitions, verifications, bidding and/or other required procurement processes, receipts, invoice processing, assets registration, ongoing assets condition assessment, and end-of-life assets disposals) of equipment and tools, spare parts, engineering and appearance-care supplies and materials, in accordance with ADB standards and compliance with local and industry codes.
• Coordinates and contributes to functional management reports, project closures, structured performance reports, surveys, audits and development of functional and service-user guidelines and protocols.
• Performs other duties that may be assigned or reflected in the incumbent’s work plan.

Qualifications

Relevant Experience & Requirements

• Bachelor’s degree in Mechanical, Electrical, Civil Engineering, Facilities Management, or related degree; preferably with master’s degree or equivalent.
• Licensed Mechanical Engineer or Electrical Engineer. Ideal candidate would either be a Licensed Professional (PME, PEE or other equivalent) or have already embarked on and working towards a Professional License.
• At least 8 years of work experience in Building Engineering and Maintenance Services within a large organization. Experience of air-conditioning or refrigeration systems is considered an asset.
• Minimum of 4 years of supervisory experience in building operations and maintenance.
• Thorough knowledge of building operation, methodologies, technologies, maintenance, repair and installation requirements of building services and equipment.
• Excellent and solution-oriented with analytical and engineering problem solving skills and able to analyze procedural, operations and strategic issues and provide recommendations to improve effectiveness of the work unit operations and services.
• Awareness of the application of E2SHMS in Building Facilities and Engineering Operations.
• Excellent stakeholder and relationship management skills at multiple hierarchical levels.
• In-depth knowledge of national and/or international workplace safety rules and regulations.
• Ability to work in a multicultural environment
• Excellent written and verbal communication skills in English is required.
• Please refer to the link for ADB Competency Framework for NS3.

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.