Senior Commercial Services Officer

Reference #: ADB-HR-13-0292

Position Title: Senior Commercial Services Officer

Department: Office of Administrative Services

Division: Asset Management and Commercial Services Unit

Location: Manila, Philippines

Recruitment Type: National and Administrative

Closing Date: 3 June 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To supervise (a) the financial management, internal control and operations of the commissary and gas station, and (b) the administration of contracts of various personal service providers (PSPs). Key result areas include planning, procurement, inventory control, warehouse management and retail operations. Responsible for the overall outsourcing of related services, implementing work performance statements (WPS), service level agreements (SLA), and performance evaluation. Also responsible for database system development and maintenance, enhancement of programs to streamline the Unit’s work processes, and administrative support to ensure safe, efficient and economic operations of the commissary, gas station and PSPs.

Expected Outcomes

Financial Management and Operational Control

• Supervises the daily operations of the commissary and gas station by implementing internal controls to ensure correct and accurate management of funds, sales and processing of payments to suppliers.
• Reviews and analyzes monthly financial statements, bank reconciliation and annual report including the operational report of the service contractor. Recommends improvements to enhance operational and internal control.
• Ensures proper accounting, recording and documentation of transactions by validating vouchers, purchase orders and receipts.
• Ensures that all activities of the contractors are in accordance with commissary/gas station/PSP WPS/SLA, policies, procedures and guidelines.
• Assists the Unit Head, OAFA-AC in periodic review of policies and procedures and their implementation.

Procurement and Inventory Control

• Assists the Unit Head, OAFA-AC in setting directions for additional products and services by developing strategic alliances with new business partners, particularly for commissary and gas station.
• Leads discussions with service providers (SPs) and oversight activities to support SPs business plans.
• Reviews and analyzes proposals of requests for purchase of goods, basing recommendation on economy, quality and inventory turnover.
• Sources and evaluates new suppliers and negotiates most favorable terms and conditions.
• Ensures that contractors abide by the policies, guidelines and procedures on procurement by enforcing corrective actions and recommending enhancements to existing internal control measures.
• Supervises regular review of procurement and inventory control systems and procedures, and recommends improvements.
• Ensures integrity of inventory by implementing regular reconciliation of discrepancies between system entries, bin cards and physical count. Recommends internal control improvements to attain high level of inventory accuracy.
• Analyzes historical records of slow/non-moving and spoiled goods, and recommends them for mark-down/disposal in coordination with contractors and ISO Secretariat.

PSP Administration

• Oversees PSP operations within and outside ADB-HQ premises to ensure compliance with contract provisions, SLA, WPS, ADB policies and guidelines.
• Conducts market research to explore new PSPs and additional services of existing PSPs. Analyzes data collected and applicability to ADB.
• Investigates and promptly resolves issues and complaints raised by customers and PSPs.
• Conducts regular meetings with PSPs to ensure that quality and performance targets are met in accordance with the Unit’s work plan.

Bidding Exercise and Contract Administration

• Responsible for the development/enhancement of the Unit’s outsourcing activities. Formulates reviews, updates WPS/SLA, new contracts; clarifies and coordinates updates with OAIS-PC on the awarding process of service contracts.
• Participates in pre-bid conferences, evaluates technical and financial bids, and provides recommendations in the selection of the most complying bidders.
• Oversees the turnover/transition period and familiarizes PSPs or new contractor with existing ADB systems and procedures, and commissary/gas station operations.
• Evaluates the performance of service contractors of commissary/gas station and PSPs, and discusses areas for improvement with them.

Database System Maintenance

• Responsible for the development, maintenance and monitoring of the commissary/ gas station and PSP computer and database system to ensure continuous operations. Coordinates with OIST, external programmers/software vendors to help resolve concerns and issues.
• Supervises the over-all review of business processes, system enhancements and/or upgrades, administration and data modification of access of eligible users.
• Monitors system performance and adequacy of interfaces between applications and databases by checking and recommending solutions for completeness, accuracy and data validity.
• Acts as Administrator of the commissary/gas station/PSP database system.

Technical Support

• Develops and revise Administrative Orders/Administrative Circulars, guidelines, procedures and forms as and when required. Coordinates with staff and departments concerned on updates and approval process.
• Leads the team during audit reviews and implementation of recommendations secures accountable documents, updates and monitors audit status regularly.
• Supervises the implementation of ISO initiatives on paper conservation, solid waste, chemical and energy reduction and other departmental initiatives like Lean Six-sigma and Mentoring.

Administrative Support

• Facilitates the smooth operations of the Unit by coordinating, controlling and prioritizing the work activities to ensure that these are carried out promptly, professionally and meets the requirements of users in accordance with the Department/Division’s work plan.
• Assists the Unit Head, OAFA-AC in handling personnel matters including performance management of staff.
• Prepares periodic reports including monthly accomplishments and client survey action plans.
• Facilitates clearance of staff from the Exit Clearance System (ECS).
• Organizes bi-weekly meetings with the Commissary Contractor and quarterly meetings of Commissary Advisory Committee (CAC).

Others

• Performs other duties as may be assigned by Unit Head, OAFA-AC, and/or Director, OAFA, and reflected in the incumbent’s work plan.

Educational Requirements:

• Bachelor's degree preferably in Commerce and Business Administration, Accounting, Management, or related fields; preferably with Master’s Degree or equivalent.

Relevant Experience And Other Requirements:

Work experience

• At least 8 years relevant experience
• At least 4 years supervisory experience
• Experience in applying expertise in an international setting.

Technical knowledge

• Proven application of expertise within a specific area of procurement and finance or breadth across multiple areas with in-depth knowledge within one area
• Sound knowledge of ADB's policies, guidelines and procedures in commissary, gas station and PSP operations; procurement, inventory and price control and financial control; commercial contracts; accounting related to budget planning and monitoring as well as financial analysis and control
• Able to utilize and share relevant knowledge to benefit the broader ADB community
• Familiar with good industry practices and guidelines within area of expertise
• Effective report-writing and communication skills in English
• Strong analytical skills
• Proficiency with computer-based applications.

People and leadership skills

• Able to guide Administrative Support (AS) staff to facilitate work planning, delivery and quality review
• Able to work collaboratively with teams as a constructive team member.

Core Competencies:

Application of Technical Knowledge and Skills

• Applies updated advancements in own knowledge area to relevant tasks
• Applies knowledge and practical skills to independently perform some complex tasks
• Conveys the need to use updated project approaches

Client Orientation

• Delivers Divisional contributions across a variety of products and services to meet the needs of different clients
• Proposes options to clients that may better meet their needs than current approaches
• Defines and delivers to agreed standards with clients

Achieving Results and Problem Solving

• Conducts detailed research and analysis to determine appropriate methods for addressing the causes of issues
• Self-monitors achievement of results according to work plans
• Identifies different stakeholder needs and desired outcomes when planning for outcomes
• Independently solves problems and makes recommendations

Working Together

• Maintains collaborative relationships within the Department
• Works effectively with diverse colleagues in own and other Divisions and Departments
• Flexibly alters positions and adjusts previously stated points of view to support the group consensus
• Follows through on team priorities in the absence of a team leader

Communication and Knowledge Sharing

• Checks with audience’s level of understanding and awareness of required follow up actions
• Consistently seeks and addresses feedback on own performance
• Creates knowledge products endorsed for wider distribution
• Independently amends and clarifies messages and documents

Innovation and Change

• Actively supports work improvement and/or organizational change by work and deed
• Develops and adopts change plans to support Division initiatives on which one works
• Considers current and future client needs in proposing ideas
• Vocalizes early support for change
• Recommends inputs to new policies, systems and processes in immediate work area

Immediate Reporting Relationships / Other Information:

• Supervisor: Director and/or designated International Staff
• The following staff positions may be supervised by the incumbent:
• Administrative Staff

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