Senior Procurement Assistant

Logistics & Procurement

Overview

Support procurement processes and administrative functions.

You have:

• Experience in procurement and consulting services.
• Strong administrative and organizational skills.
• Ability to coordinate and communicate effectively.
• Familiarity with project management principles.
• Ability to mentor junior staff.

Join Our Mission to Foster Prosperity in Asia

Are you looking to have a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Senior Procurement Assistant is assigned to the Procurement Division 2 (PFP2) within the Procurement, Portfolio and Financial Management (PPFD). PPFD's responsibilities in terms of consulting services include: (a) providing consulting governance and related policy advice to operational departments and Management; (b) advising on consulting services transactions during project design and implementation; (c) processing and approving consulting services transactions as specified in consulting services guidelines and related operations manual (OM) and project administration instructions (PAIs); (d) preparing, issuing, and amending standard contracts for consulting services; e) acting as the technical assistance (TA) Consultant Selection Committee (CSC) secretariat, chairing CSCs and special meetings on consultant performance assessments, providing advice, and negotiating TA contracts for consulting services; (f) reviewing and advising on Project Administration Instruction procedures and OM provisions on consulting, and preparing guidelines, manuals and handbooks on consultant recruitment; (h) managing and assisting in design of automated consultant systems to improve transactional efficiency; (i) leading interagency engagement on consulting, procurement issues; and (j) leading consulting services innovation and efficiency initiatives, including conducting selected studies.

You will be based at our Headquarters in Manila, Philippines. You will report to Director, PFP2 and/or designated International Staff (IS) and senior National Staff (NS).

Your Role

As a Senior Procurement Assistant, you will: (i) provide administrative and operational support to the procurement-related work of the division, such as consultant recruitment, and monitoring and evaluation of technical and financial proposals; (ii) assist in departmental administrative duties such as coordinating the correspondences and organizing seminars; (iii) acts as project analyst for PPFD TA projects; (iv) initiate consultant contract negotiations and finalize and send initial contracts to consulting firms upon clearance from Procurement Specialist; and (v) act as mentor to junior procurement assistants.

You will:

Perform a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from IS and NS supervisors:

a) Help recruit consultants by:

b) Alert the Corporate Services Department (CSD) of incoming proposals for monitoring of the proposal submission deadline; assist the supervisors in evaluating technical proposals submitted by consulting firms by checking the qualifications of the proposed experts against ADB's guidelines; distribute technical proposal copies to the CSC members; maintain custody of the evaluated proposals; and return unopened financial proposals to consultants at the end of the selection process.

c) Assist supervisors in procurement and portfolio management activities.

d) Ensure that all correspondences and documents are prepared promptly and following ADB standards; prepare draft replies to more routine queries; monitor the status of unanswered correspondences; and ensure that documents are handled promptly, and confidential documents are secure.

e) Provide technical assistance to PPFD Procurement Specialists in the processing, implementation and administration of PPFD TA projects; ensure that eOps and Mainframe are always up to date; process requests for recruitment of consultants; reviews and process consultant claims, contract variations, cash advances, payments, and liquidation; and administer TA projects, including extension of TA completion dates and closing of accounts of completed TAs.

f) Provide administrative assistance, for consulting, procurement and portfolio management activities handled by supervisors including coordination with PPFD front office; and provide guidance to junior procurement assistants on PPFD office procedures and guidelines.

g) Assist in organizing PPFD seminars; prepare slides and other visual aids; support various activities for assigned seminars by preparing resource materials, arranging venues, guest speakers, participants and receptions for participants; and arrange seminar facilities required for in-house presentations of supervisors and PPFD guest speakers.

h) Assist in managing the supervisors' schedules and arrange meetings, events, travels, and accommodations.

i) Liaise with ADB staff and other people; maintain the office filing system and supplies; relieve other Procurement Assistants during their absence; update the PPFD Schedule of Activities and PPFD Document Log databases regularly; coordinate within and outside of the department to accomplish assigned tasks; and prepare reports and tables.

j) Performs other tasks as assigned and reflected in the incumbent's workplan.

Qualifications

You will need:

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.

Important Information

ADB will be rolling out a new job grading structure on 1 January 2025, which may result in a change of the position grade and title with no change in the terms of reference. By proceeding with your application, you acknowledge and accept all changes resulting from the new job grading structure.

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 69 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 our Strategy 2030.

ADB only hires nationals of its 69 members.

To view ADB Organizational Chart, please click here.

ADB wants 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.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: adb.org