Associate Procurement and Contracts Administration

Job Title: Associate Procurement and Contracts Administration/ Procurement Service Coordinator

Work Location: Onsite in Ortigas ADB Office

Shift: Morning shift

Work Set-up: Onsite

Salary range: 30-40k

Headcount: 1

Job Purpose:

The Procurement Service Coordinator will collaborate with and deliver support to CSPC,

assisting in (i) administrative tasks; (ii) coordination (internal and external) of different

activities and initiatives related to procurement; (iii) data analysis and documentation

management; (iv) preparation of digital communication (e.g. graphic presentations and

reports) consistent with ADB/CSPC branding standards. The Procurement Service

Coordinator will report to the designated Technical International (TI) Staff and Technical Local

(TL) Staff.

Responsibilities:

Procurement Functions:

• Support and contribution to successful completion of procurement requirements and tasks

assigned, in particular:

• Coordinate with concerned parties, including but not limited to, end user
• departments, suppliers, vendors and manufacturers.
• Monitor contract expiration and renewal schedules, procurement status and timeline.
• Assist in procurement tracker and the established Procurement Service Standards
• monitoring; coordinate with end user units to ensure completeness of data (Annual
• Institutional Procurement Plan etc.).
• Support expanding of the existing sources of supply (e.g. potential bidders
• research, market research, cost benchmarking, etc.) and vendor information
• verification.
• Facilitate the timely delivery of ordered items by monitoring deliveries and
• shipments based on issued Purchase Orders. Conduct regular follow-ups with
• concerned parties. Monitor payment processes in conjunction with other
• departments/divisions for compliance with agreed terms and ADB procedures and
• practices.

Administrative Functions:

• Perform administrative and office support function, in particular:

• Coordinate with various teams within CSD, end user units and CSPC for data and document management, including uploading of signed contracts and procurement-
• related documents in the eProcurement system and in CSPC's SharePoint; transmittal of signed contracts to vendors.
• Prepare digital communication materials (e.g. graphic reports, power point
• presentations, posters, leaflets, etc.) to support CSPC's branding.
• Prepare and validate data for regular reporting purposes including but not limited to
• progress reports, procurement status, capital budget utilization, cost savings, time
• efficiency and any other required team reports.
• Participate in regular discussions, project meetings, coordination meetings, and prepare
• meeting notes, minutes and summary of discussion.
• Support logistical planning for various events, e.g. conferences, workshops,
• negotiations, etc.
• Maintain effective filing, databases, and records.

Others:

• Perform other duties as may be assigned by the position's immediate supervisor(s).

Key Deliverables:

• Monthly submission, or as requested by immediate supervisor, of a reporting module

reflecting the action items and outputs for the responsibilities as indicated in these Terms

of Reference. Contents of the reporting module are to be developed with the immediate

supervisors;

Relevant Experience & Requirements:

• College graduate with at least three (3) years relevant experience preferably in the

field of procurement and administration support.

• Demonstrates (i) high level of integrity and ability to maintain confidentiality; (ii)

analytical skills, organized and attentive to details; and (iii) ability to interface with

internal and external clients and ability to work in a collaborative environment.

• Knowledge and understanding of construction, renovations, hospitality, facility

management services concepts, processes, and products is preferred but not essential.

• With advanced skills in communication and marketing including using MS Office

productivity tools such as: Word, PowerPoint, Excel.

• With at least one (1) year experience in the use of SharePoint as a communications,

collaboration and document repository platform.

• Good understanding of new and evolving technologies and digital platforms.

• Ability to multi-task in a fast-paced and multi-cultural environment, while working collaboratively with internal and external stakeholders.

• High degree of self-motivation and autonomy, but with the ability to work as part of a team.

• Able to act clearly while working under pressure to meet strict deadlines.

• Excellent oral and written skills in English.

• Good interpersonal communication skills.