Procurement and Contracts Assistant

Organizational Setting and Reporting Relationship

The position of Procurement and Contracts Assistant is assigned to the Procurement and Contracts Admin Unit (CSPC) within the Corporate Services Department (CSD). You will be based at our Headquarters in Manila, Philippines.

You will report to the designated International Staff and Senior National Staff.

Your Role

As a Procurement and Contracts Assistant, you will provide support to the following activities of the Unit:

• contract administration and monitoring, to ensure that both the contractors/service providers and ADB business units are in compliance with the provisions of the contract;
• procurement and contracts analysis, statistical reporting, creation and monitoring of dashboards;
• business process reviews and audit support;
• updating and monitoring of existing and new suppliers;
• support in the timely and accurate registration, legal and financial verification of suppliers reports; and (iii) assist in the publication of advertisements for contract of services.

You Will:

• Assist and review contract terms and conditions and monitor compliance by the service provider/contractor and coordinate with internal stakeholders, such as sourcing teams, business units, contract owners, in fulfilling the contract provisions (e.g., performance security, liability insurance coverage, Service Level Agreement (SLA), Good Social Management Certificates, Performance Evaluation Reports (PER), etc.), and in preparing reports, correspondence, and recommendations. Recommend action and resolution to contract compliance requests, issues, and problems.
• Prepare and assist in analyzing periodic, statistical reports, as well as create and monitor dashboards, such as the corporate procurement spend, contract compliance, contract variation and expiries, and contract performance monitoring, recommendations, and other necessary documentation pertaining to contracts monitoring and administration.
• Provide operational and administrative support in the effective and efficient maintenance of information and data by properly classifying, updating and maintaining list of current and prospective contractors/suppliers, all on-going, completed and in-process service contracts including all performance and contractual requirements, original copies of all service contracts and relevant documents.
• Review business processes, guidelines forms and documentation and contribute to improvements for streamlining and simplification.
• Assist in the audit reviews and attestation by conducting user access reviews and providing required information and documents to support the bi-annual internal or external reviews.
• Coordinate the supplier verification and registration process with existing and prospective suppliers and ADB departments to ensure that the established process and control mechanisms are duly observed before any formal contractual action can take place.
• Assist in reviewing and analyzing information and documents (financial statements, legal documents, and other related documents) provided by suppliers for registration and updates to ensure completeness, accuracy, and veracity. Assist in procurement control by checking prospective suppliers’ eligibility in compliance with ADB Anticorruption Policy; provide administrative support to internal/external audit requests.
• Process requests for publishing advertisements by reasonable rates, arranging payments, and providing user-unit clippings of published ads and advertising through internal and external websites.
• Support the management and operation of the existing procurement and contracts systems and recommend improvements in the functionality and usability.
• Perform other related duties as may be assigned and reflected in the incumbent’s workplan.

Qualifications

You will need:

• Bachelor’s degree in commerce, business administration, accounting, or other relevant disciplines.
• At least 5 years combined experience in procurement, contracts administration and supplier due diligence, or related field.
• Working knowledge of e-procurement systems and other office computer applications.
• Working knowledge and understanding of procurement and contracts administration principles and processes.
• Able to display integrity, ethical behavior, confidentiality.
• Good verbal and written communication skills in English and interpersonal skills.
• Able to interact with confidence with senior staff within the bank and suppliers’ executives.
• Able to work collaboratively with teams as a constructive team member, with potential as a future leader.
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 4.

Source: https://www.adb.org/careers/240571