Associate Procurement Analyst

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Description

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The position of Associate Procurement Analyst is assigned in the Consulting Services Unit (CSU) of the Procurement Division 2 (PFP2) within the Procurement, Portfolio, and Financial Management Department (PPFD). You will be based at our Headquarters in Manila, Philippines.

You will report to a designated International Staff and senior National Staff.

Your Role

As an Associate Procurement Analyst, you will be part of the CSU. CSU’s responsibilities in terms of consulting services include:

• providing policy advice on consulting services to user departments;
• advising on consulting services transactions during project design and implementation;
• processing and approving consulting services transactions as specified in consulting services guidelines, and related sections of ADB’s Procurement Policy, Procurement Regulations for ADB Borrowers, and associated staff instructions;
• preparing, negotiating, and amending contracts for consulting services;
• reviewing, revising, and advising on principles and procedures for consultancy, and preparing guidelines, manuals and handbooks on consultant recruitment and management;
• maintaining the ADB Consultant Management System (CMS) and proposing design enhancements to improve transactional efficiency;
• maintaining data and records on consultants and consulting contracts;
• actively participating in interagency engagement on consulting services and procurement issues;
• actively participating in consulting services innovation and efficiency initiatives, including conducting selected studies;
• reviewing and administering the performance of ADB’s consultants and consulting contracts;
• supporting the resolution of disputes and complaints that may arise during consultant recruitment and contracting; and
• designing and delivering trainings, knowledge materials, and outreach to internal and external clients on various aspects of consultancy procurement.

You will:

Work independently on all or a combination of the following tasks and clearly defined areas, depending on the assignment/instructions from supervisors, which may include but not be limited to:

• act as a knowledge focal on best practices in the recruitment and management of consultants;
• support the design and delivery of multimedia training, knowledge products, and outreach on subjects such as consultant recruitment planning, preparation of terms of reference and cost estimates, recruitment methods, contracting, change management, and dispute resolution;
• support performance audits of completed consultant engagements for the purpose of internal capacity building and compliance;
• evaluate and prepare individual consultant recruitment requests for approval of offer against standard operating procedures, ensuring complete and compliant documentation, undertake necessary due diligence, and assess the candidate against the proposed job family and grade;
• support the technical evaluation process for consulting firm selections, including participating in Consultant Selection Committee (CSC) meetings and providing proposal compliance checking and technical due diligence to the CSC Chair for decision as needed;
• evaluate financial proposals of consulting firms during initial procurement, ensuring computational accuracy, making adjustments as necessary in line with standard operating procedures, preparing an evaluation report and debriefing notes, and flagging nonstandard issues to supervisors for decision;
• prepare and finalize personnel schedules and cost estimates and provide advice to the lead negotiator on all other contractual matters during contract negotiations with consulting firms;
• input consultant contract and variation details into CMS and/or the ADB “Integrated Disbursement System (IDS)” where necessary, accurately and within service standards;
• evaluate and prepare contract variation requests for approval against standard operating procedures, ensure complete and compliant documentation, evaluate personnel and cost estimate changes as necessary, elevate nonstandard issues where necessary to supervisors for decision, and process compliant requests accurately and within service standards;
• provide advice to clients on debriefings, disputes, complaints, or performance-management issues that may arise between ADB and consultants, elevate complex issues to supervisors for decision;
• review consultant performance evaluation reports (PERs) and post-assignment questionnaires (PAQs), elevate performance or conduct concerns for decision in line with standard operating procedures, support any necessary special committee meetings to decide on final performance rating, and process and archive compliance reports within service standards;
• support the review, design, and testing of enhancements to related IT systems, including CMS and IDS, and propose enhancements to improve efficiency and quality of these systems based on own experience;
• serve as system administrator in CMS and IDS for ad hoc requests, reports, and other configuration tasks related to consultancy;
• support the compilation of data and make inputs to regular and ad hoc reports and statistical exercises by CSU, including support to the unit’s management dashboards;
• maintain procurement and contractual data and records in line with organizational and divisional record management policies;
• assist one or more designated procurement specialists with consultancy procurement, including with all aspects of TA firm consulting selections
• assist with Loan and Grant funded activities, including reviews of EA submissions; and provide other technical and administrative support to the work of CSU and PFP2 with respect to consultancy as may be needed, including to support new initiatives and special projects that may arise.

Qualifications

You will need:

• At least a Bachelor’s degree in human resource management, procurement, supply chain management, business administration, commerce, project management, accounting, audit, law, public administration, information technology, international relations, communications, or related fields. Candidates with related Master’s degree or other advanced credentials such as accreditation by CIPS, CIPD, PMI, PRINCE2, CPA, CMA, bar admission, CFE, or the would be an advantage.
• At least 5 years of relevant professional experience, preferably in an area of work that involved providing professional services to clients, managing projects, delivering training, reviewing documents, and/or engaging consultants or service providers.
• Proven ability to work independently on assigned tasks and to undertake accurate and timely analysis and computations.
• Ability to prioritize work, remain organized, and meet deadlines.
• Effective report writing and communication skills in English.
• Interpersonal skills to communicate and liaise effectively with internal and external clients and consultants from over 68 nationalities, and a proven ability to work constructively in multicultural teams.
• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint, and SharePoint).
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 6.

Source: https://www.adb.org/careers/240517

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