Principal Program/Budget Coordinator General Services and Procurement at African Development Bank - AfDB

Reference: ADB/17/277
Location: Côte d’Ivoire
Grade: PL-4
Position N°: 50071414

The Complex

• The Vice-Presidency, Human Resources and Corporate Services Complex ensures the delivery of efficient, people-centered, client-oriented, corporate services to ensure overall institutional effectiveness in all aspects of the Bank’s corporate services.
• The complex leads efforts to ensure the competitiveness of the Bank as the employer of choice and is responsible for providing leadership in the formulation and implementation of Bank’s strategies on people, IT, general services and institutional procurements, language services, business continuity, and health and safety strategies.

The Hiring Department

• The mission of the General Services and Procurement Department is to formulate, implement and monitor policies and programs relating to the maintenance of the Bank’s fixed assets and equipment, to the procurement of goods, services and works for the institution, and to travel.
• The Department is one of the vehicles for delivering services, goods, works, and real estate to the clients of the Bank and also provides support services, such as travel, communication, catering, insurance, stocks and logistics, as well as supports the decentralization and Green Bank Initiatives of the Bank.
• The objective is to improve the work environment of Bank staff to enable them accomplish their mission.

The Position

• The Principal Program/Budget Coordinator Officer will be responsible for aligning the business strategic objectives with Staff and Management in the department. The incumbent will coordinate the work of CHGS and undertake tasks assigned by General Services and Procurement Department Management as well as act as focal point and coordinator between the Director of General Services and Procurement Department and the Division Managers of General Services and Procurement Department as well as coordinate activities across the Department;

Duties and Responsibilities

• Provide support to the General Services and Procurement Department Management in setting their respective work programs; and harmonizing their implementation in line with the Long Term Strategy and operational priorities. In performing this role, the incumbent is expected to maintain a strategic institutional perspective focused on Results and Performance for an effective Value for Money delivery. Ultimately the incumbent is to provide the Director with a standardized channel of information in respect of the work program’s implementation;
• Implement and ensure compliance with the new budget management guidelines and procedures;
• Participate in defining of and setting target levels for the General Services and Procurement Department' Performance Indicators;
• Contribute to Management's Quarterly Reporting and Mid-Year Performance Review reports to the Board and to the Vice-Presidency, Human Resources and Corporate Services Complex Framework Paper;
• Support General Services and Procurement Department Teams, Director and Managers to ensure effective delivery of the Work Program;
• Assist in coordinating and implementing the activities and programs, performance monitoring, budgeting of the Department;
• Coordinate budget submission and the Key Performance Indicators implementation process, the work program and the alignment with the Bank operational priorities
• Coordinate the preparation and update of the weekly status updates on pending issues within the department.
• Participate in development and review of the Bank Group policies, guidelines, directives and procedures; ensure the implementation of the same within the Department.
• Work in close cooperation with the Management Team in managing critical areas or challenges arising from the delivery of the work programs.
• Assist the Director to benchmark General Services and Procurement Management Department Regional Offices Teams in their capacity to deliver the Decentralization Agenda and ensure better service quality, faster procurement timing, better management of properties and assets and disposal of assets, enhanced country dialogue and enhanced responsiveness to clients.
• Serve as Department Focal Point for the coordination of work, training, and staffing needs to the maximum extent possible for the benefit of Department.
• Provide specialist, pragmatic, effective and timely advice on matters of practice, change management and initiatives on improvement of work and service delivery. This could include developing and designing strategy and initiatives in a way that adheres to Bank policy and guidelines and in compliance with the best practices of the International Financial Institutions.
• Present sound recommendations for informed decision making, ensure robust monitoring mechanisms are in place to track the status and measure success and taking ownership to implement actions.
• Establish effective partnerships with internal, external customers and stakeholders, using a range of communication and facilitation skills. This optimises opportunities for partnerships which ensures customer focused service delivery for improved business performance.
• Provide advice and support to the General Services and Procurement Management Department Management Team in the development of work program, action plans as a follow-up on the staff surveys, departmental meetings and retreats and engagement of staff in order for them to better contribute to the overall goals of the department.
• Facilitate the alignment strategic management and the improvement of staff and business performance.
• Assess existing procedures, directives, programmes and templates to determine their applicability and desirability to the needs of work and take the initiative to address the issues.
• Support the strategic direction, business goals and objectives, and work programmes and activities of the Bank, and linking them to the provision of quality services and delivery of timely output.
• Coordinate the reporting, management of the resources and the implementation of the budgets of the Department.
• Participate in the preparation of the monthly Key Performance Indicator report, and ensure the coordination of the contribution of the Department to the preparation of the quarterly institutional reporting by the Programing and Budget Department.
• Coordinate the preparation of the monthly budget execution report of the Department.
• Assist in formulating approaches and strategies in the design and implementation measures of cost cutting measures, and in determining priorities.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least Master's or equivalent Degree in Business Administration, Organisational Development, Social Sciences, Public Sector Management, Finance or related discipline.
• Have a minimum of six (6) years of relevant experience, such as programmes coordination, strategic planning, budgeting, etc.
• Good knowledge of the Institution, the capacity for translating conceptual and strategic analysis into realistic, factual and deliverable programmes and plans.
• Having private sector experience will be an added advantage.
• Solid experience in applying experienced level of knowledge to deliver full scope of strategic services in line with the Bank’s strategy needs/situation.
• Capacity to diagnose and resolve multiple, concurrent problems; and a conceptual and strategic analytical capacity to understand competing requirements of operations and their contribution to results and ultimately impact.
• Client and results oriented individual holding “a can do attitude”.
• Effective consulting and advisory skills that enables clients and helps them build their confidence and skills to deal with issues.
• Ability to deal with sensitive issues in a multi-cultural environment and to build effective working relations with colleagues and other key stakeholders, both internal and external.
• High-level skills in communication and negotiation as well as ability to build partnerships with a broad range of clients and deliver results that meet the needs and long-term interests of clients within and outside the Department.
• Demonstrated ability to advise the Management Team in planning and programming within strategic directions and with attention to the resource constraints.
• Ability to work independently with little supervision as well as part of a multicultural team.
• Ability to drive change.
• Ability to embrace change and operate comfortably within an unstable and rapidly changing business and cultural environment.
• Ability to handle stress due to multiple and simultaneous and shifting demands, priorities and deadlines; and to manage a heavy workload.
• Ability to be flexible, open minded with integrity.
• Proficient in the use of standard MS Office software (Word, Excel, PowerPoint) Practical knowledge of SAP systems will be an advantage.
• Ability to communicate effectively (written and oral) in English or French preferably with a good working knowledge of the other language.