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Procurement Assistant

3 months ago

Manila, National Capital Region, Philippines ADB - Asian Development Bank Full time

Join Our Mission to Foster Prosperity in Asia Are you ready to make 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 is assigned to Procurement Division 2 (PFP2) within the Procurement, Portfolio and Financial Management Department (PPFD). PPFD's responsibilities include project-related financial management, consultant recruitment, Executing Agency procurement reviews, project implementation, portfolio management and project performance management. In addition, our teams are involved in several initiatives and have introduced changes to procedures to improve ADB's performance with respect to consultant recruitment, procurement reviews, project implementation, portfolio management and project performance management.


The incumbent will report to designated International Staff and senior National Staff, specifically Procurement Sector Lead within one of PPFD Procurement Sector Teams (Agriculture, Food, Nature, Rural Development; Energy; Finance and Public Sector Management and Governance; Human and Social Development, Transport; Water and Urban Development).


Your Role


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


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

Help recruit consultants by:

  • Alert the Corporate Services Department 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.
  • Assist supervisors in procurement and portfolio management activities, as required.
  • Ensure that all correspondence and documents relating to loan, grant and TA processing, implementation and administration are prepared promptly and in accordance with ADB standards; prepare draft replies to more routine queries; monitor the status of unanswered correspondence; and ensure that documents are handled promptly, and confidential documents are secure.
  • Provide assistance to PPFD Procurement Specialists in the processing, implementation and administration of PPFD TA projects; ensure that eOps, SovOps and mainframe are always up to date; process requests for recruitment of consultants; review 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.
  • As necessary, provide administrative assistance, for consulting, procurement, portfolio management, and capacity building activities handled by supervisors; and provide guidance to junior procurement assistants on PPFD office procedures and guidelines.
  • Assist in organizing PPFD seminars; prepare slides and other visual aids; assist in 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.
  • Perform other tasks as assigned and reflected in the incumbent's workplan.
#### Qualifications

You will need:

  • Bachelor's degree in business administration, commerce, management, accounting or other relevant discipline.
  • At least 5 years of relevant professional experience.
  • Working knowledge of assigned area.
  • Excellent written (including report-writing) and verbal communication skills in English.
  • Proficient in spreadsheets and required information technologies.
  • Able to liaise and work effectively with staff within own work location.
  • Able to work collaboratively with teams as a constructive team member.
  • Knowledge of common computer applications and familiarity with database management systems and other similar systems.
  • Good communication and interpersonal skills in a multicultural and multidisciplinary professional environment.
  • Good contract negotiation skills.
  • Please refer to the [link]) for ADB Competency Framework for Administrative Staff, Level 4.

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.

· Paid leave (including parental)

· Medical and health benefits

· Life and other insurance plans

· Staff development

· Retirement plan

· Housing and education allowance (if applicable)

· Expatriate benefits (for international staff)

About Us

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]).

To view ADB Organizational Chart, please click [here]).

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.

Visit ADB Careers [FAQ]) for more information.