Reference Number: 230333

Position Level: NS 2

Department: Corporate Services Department

Division: Procurement and Contracts Administration Unit

Location: Asian Development Bank Headquarters

Date Posted: Wednesday, June 14, 2023

Closing Date: Wednesday, June 28, 2023 11:59 p.m. (2359 Manila Time, 0800 GMT)

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.

ADB only hires nationals of its 68 members.

The position is assigned in the Procurement and Contracts Unit (CSPC) within the Corporate Services Department (CSD)

CSD manages building and 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.

CSPC is responsible for undertaking corporate procurement with the authority delegated to it by Director General, CSD. It is the focal point for ADB’s corporate procurement function including the development and maintenance of an electronic procurement system.

Job Purpose

The Procurement and Contracts Officer/Associate Procurement and Contracts Officer is responsible for the proper and timely procurement of works, goods and services, and contract monitoring and administration. The incumbent will report to designated International Staff and Senior National Staff.

Responsibilities

•  Contributes independently to the work unit by completing the tasks assigned, covering all or a combination of the following functions
•  Ensures the effective, economical, and efficient procurement of works, goods and services and strategic procurement planning based on the users requirements by preparing comprehensive pre-qualification and bid documents and contracts in accordance with established procurement procedures.
•  Organizes pre-bid meetings in coordination with user-sections, meetings of the Institutional Procurement Committee and discussions for specific procurement issues.
•  Reviews the technical specifications prepared by the users, evaluates the technical, financial, commercial, and legal aspects of bids received, verifies technical and financial capability of possible suppliers and contractors, and conducts negotiations with such suppliers and contractors on the terms and conditions of offers/proposals as well as evaluating requests for contract amendments.
•  Identifies opportunities for continuous improvement of processes, systems, and vendor management approaches.
•  Proactively drives efficiencies, innovation, and collaboration outcomes.
•  Ensures efficient procurement planning, evaluation, and contract administration, and in particular:
  •  Coordinates with concerned parties (e.g., departments, suppliers, manufacturers);
  •  Establishes priorities, lead-time and delivery dates for contracts administration activities;
  •  Expands the existing and most economical sources of supply;
  •  Identifies the scope for bulk procurement;
  •  Resolves major procurement issues; and
  •  Develops and revise guidelines, procedures, and forms for the refinement of the procurement process
•  Facilitates effective procurement administration by giving advice to the requestors on relevant information (e.g., options, schedules, lead-time), checking all requisitions, ensuring proper control and distribution of requests, directing, and reviewing market surveys, canvass sheets and recommendations (e.g., quotations, suppliers, bills, invoices, and purchase orders).
•  Negotiates with suppliers for better prices, terms and conditions of sale, follows-up on origin and destination charges and marine insurance, participates in bidding activities such as attending pre-bid conferences, providing data and assistance to Institutional Procurement Committee members as well as preparing recommendations for approval of procurement actions and the like.
•  Approves Contracts/Purchase Orders within the defined thresholds.
•  Ensures implementation and operation of the eProcurement system.
•  Facilitates the smooth operations of CPSC by providing administrative support such as preparing memoranda and other correspondences and providing the necessary assistance during audit review and monitoring.
•  Provides fit for purpose corporate procurement advice, training and instructions to Resident Missions and Field Offices based on established policies and guidelines. Supports Field Office Procurement with fit for purpose advise and coordination.
•  Provides proactive support to the implementation of the Institutional Procurement reforms.
•  Assumes the role of a team leader in a procurement team.
•  Provides guidance and coordinates the performance of team members by distributing workload and providing clear direction and regular monitoring of performance.
•  Monitors the ongoing learning and development programs of team members.
•  Performs other duties that may be assigned as reflected in the incumbent’s work plan.

Qualifications

Relevant Experience & Requirements

•  Bachelor’s degree in Law, Business Administration, Accounting, Computer Science, Engineering, or related fields; preferably with advanced training
•  Internationally recognized procurement certification (e.g., CIPS, CPSM) an advantage.
•  At least 6 years relevant experience in procurement of goods and services and contracts administration.
•  Thorough knowledge and understanding of an international organization’s procurement policies and procedures, service contracts, and service level agreements.
•  Knowledge and understanding of ADB’s relevant software used in the procurement process and record management.
•  Conversant in administering contracts covering a wide range of commonly used or specialized items.
•  Proven ability to draft contractual documents.
•  Ability to handle sensitive information requiring confidentiality.
•  Strong planning and organizing skills to handle many tasks with deadlines.
•  Ability to develop rapport internally and externally in a multicultural environment, showing leadership and expertise.
•  Able to work collaboratively with teams as a constructive team member/leader.
•  Ability to provide guidance to junior staff on designated areas of work.
•  Strong written and verbal communication skills in English is required.
•  Please refer to the link for ADB Competency Framework for NS1 and NS2.

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.