Senior Procurement Assistant, Manila

Closing date: Friday, 22 April 2016

Reference Number: 160318

Department: Operations Services and Financial Management Department

Division: Operations Services and Financial Management Department

Location: Asian Development Bank Headquarters

Date Posted: Friday, April 8, 2016

Closing Date: Friday, April 22, 2016 11:59 p.m. (2359 Manila Time, 0800 GMT)

Job Purpose

This position provides administrative assistance in the engagement of individual Technical Assistance (TA) and Staff consultants for ADB-financed projects, including preparation of the contract budget, offer letter and contract.

Expected Outcomes

• Performs a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors (International Staff and/or senior National Staff)

Contract Preparation

• Reviews requests for recruitment of individual consultants to ensure they comply with the requirements in ADB's project administration instructions and other guidelines, including completeness of documentation.
• Checks and analyses data in TA Information System (TAIS) to ensure that budget in the requests are within the available TA funds, and that project completion date is later than proposed completion date for the services.
• Reviews requests to ensure compliance with technical assistance (TA)/regional TA scope and implementation arrangements and requests documentary approval for deviations.
• Reviews provision of out-of-pocket expenses, duration of services, number of inputs and other special instructions as indicated by the User Unit.
• Ensures that appropriate contract format is to be applied - whether cost plus fee, fixed fee, partial lump-sum or an all-inclusive lump-sum contract-based on instructions received from the User Unit. Prepares and determines the payment milestones based on deliverables for fixed-fee or full lump-sum contract.
• Assists in analyzing previous contracts undertaken by proposed candidates to ensure they have the appropriate skills for the assignment.
• Makes follow ups with User Unit to (i) submit missing documents, (ii) reallocate TA budget items, or (iii) extend TA completion dates.
• Answers questions about engagement of individual consultants.
• Prepares statistical reports on the recruitment of consultants and processing time required for individual (TA and staff) consultants.

Reviews data collected from various sources to ensure per diem rates are kept up-to-date.Database Administration / Validation

• Recommends enhancements and improvements to the databases and related business processes and computer systems as part of the Operations Services and Financial Management Department's regular database maintenance.

Consultants' Queries and Briefings

• Responds to consultants' queries relating to registration procedures.
• Briefs staff and visiting consultants on databases, and registration requirements and procedures.

Others

• Trains HQ and Resident Mission national staff on the use of the Individual Consultant System.
• Participates in divisional project to simplify procedures and increase productivity.
• Performs other tasks as assigned and reflected in the incumbent's work plan.

Core Competencies Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Qualifications

Education Requirements

• Bachelor's degree in related fields (e.g., Accounting, Business Administration, Mathematics, Commerce, Statistics, or equivalent)

Relevant Experience

Work experience

• At least 5 years of relevant professional experience

Technical knowledge

• Working knowledge of assigned area
• Effective report-writing and communication skills in English and the national language (as required)
• Proficient in spreadsheets and required information technologies

People and leadership skills

• Able to liaise and work effectively with government officials within own work location and with colleagues throughout ADB
• Able to work collaboratively with teams as a constructive team member.

Reporting Relationships

• Supervisor: Designated International Staff and senior National Staff

We encourage diversity in our workplace and support an inclusive work environment.