Your Role

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

You will:

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

a) Help recruit consultants by:

• Arranging CSC meetings.
• Processing consultant recruitment checklists.
• Issuing Requests for Proposals to shortlisted consultants.
• Arranging public openings of financial proposals and recording the results.
• Initiating contract negotiations and helping in the preparation and finalization of negotiated contracts;
• Monitoring and updating the Consultant Recruitment Activity Monitoring; and
• Processing Individual/Staff Consultant requests as may be required by the supervisors.

b) Alert the Corporate Services Department (CSD) 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.

c) Assist supervisors in procurement and portfolio management activities.

d) Ensure that all correspondences and documents are prepared promptly and following ADB standards; prepare draft replies to more routine queries; monitor the status of unanswered correspondences; and ensure that documents are handled promptly, and confidential documents are secure.

e) Provide technical assistance to PPFD Procurement Specialists in the processing, implementation and administration of PPFD TA projects; ensure that eOps and Mainframe are always up to date; process requests for recruitment of consultants; reviews 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.

f) Provide administrative assistance, for consulting, procurement and portfolio management activities handled by supervisors including coordination with PPFD front office; and provide guidance to junior procurement assistants on PPFD office procedures and guidelines.

g) Assist in organizing PPFD seminars; prepare slides and other visual aids; support 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.

h) Assist in managing the supervisors’ schedules and arrange meetings, events, travels, and accommodations.

i) Liaise with ADB staff and other people; maintain the office filing system and supplies; relieve other Procurement Assistants during their absence; update the PPFD Schedule of Activities and PPFD Document Log databases regularly; coordinate within and outside of the department to accomplish assigned tasks; and prepare reports and tables.

j) Performs 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 and verbal communication skills in English, including report-writing
• Proficient in spreadsheets and required information technologies
• Ability to liaise and work effectively with staff within own work location
• Ability to work collaboratively with teams as a constructive team member
• Knowledge of commonly used computer applications and familiarity with the existing database management systems and with other similar systems.
• Ability to guide Administrative Staff (AS) to facilitate work planning, delivery, quality review
• Good communication and interpersonal skills in a multicultural and multiple expertise professional environment.
• Good contract negotiation skills.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements