Senior Procurement and Contracts Officer

Reference #	ADB-HR-13-0362
Position Title:	Senior Procurement and Contracts Officer
Department	Office of Administrative Services
Division	Procurement and Contracts Administration Unit
Location	Manila, Philippines
Recruitment Type	National and Administrative
Date Posted	26 June 2013
Closing Date	10 July 2013 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

Responsible in (i) the administration of all institutional contracts; (ii) the processing of timely suppliers registration; (iii) the management and improvement of Supplier Management System (SMS) and Contracts Administration System (CAS); and (iv) provision of advice and legal support to ensure an efficient procurement and contracts administration. Serves as focal point for all contract administration issues.

Expected Outcomes

Procurement Planning and Evaluation

• Supervises the unit’s implementation of an efficient procurement planning, evaluation and contract administration, and in particular:

• Coordinates with concerned parties (e.g., departments, suppliers, manufacturers).
• Establishes priorities, lead-times and delivery dates for contracts administration activities.
• Expands the existing and most economical sources of supply.
• Identifies the scope for bulk procurement.
• Resolves problems (e.g., prices, payments, terms and conditions).
• Leads the development and revision of guidelines, procedures and forms for the refinement of the procurement process.
• Undertakes regular review of documentation used by the unit, including form contracts, bid documents, Purchase Orders, Service Level Agreements (SLAs), Performance Security, Comprehensive General Liability Insurance, Good Social Management forms.
• Ensures that documentations are updated taking into account new rules and regulations issued by ADB, and best practices in the field of contracts management.

Contract Monitoring and Management

• Ensures that both contractors and user units comply with all the provisions and requirements of the contract by, among others, assisting them during the pre-bidding stage so that specifications are in clear language, standards are realistic and mutually acceptable to the parties and every contract provision is understood by them. In this respect:
• Ensures accurate monitoring of on-going contracts, renewals, expiry and follow up on contract variations.
• Leads meetings with stakeholders; provides them with advice and options; reports and makes recommendations to the Unit Head on the actions to be taken
• Serves as representative and authorized point of contact of the unit to suppliers/contractors and is the designated subject matter expert by for all contracts administration matters.
• Oversees SLA compliance and ensures relevant provisions, including penalties, are enforced. Leads periodic SLA validation meetings and other engagement meetings, as needed.
• Contributes to the efficient outsourcing of activities, review and advice on work performance statements, SLAs, and supplier performance in general
• Participates in engagement meetings and working groups.

Database System Maintenance

• Supervises the effective and efficient maintenance of information/data by:

• Properly classifying and maintaining all on-going, completed and in-process contracts including performance and cost records, list of current and prospective contractors/suppliers, original copies of all service contracts and relevant documents.
• Regularly monitoring information maintained and periodically generating statistical reports.
• Securing the confidentiality of information such as archives, documents and memoranda related to on-going procurement exercises.

• Supervises the development and maintenance of databases, computerized reporting systems and documentation to ensure effectiveness and efficiency of various contracts administration workflows.
• Proposes solution for automation and streamlining of the procurement process, reducing lead times and increasing efficiency.

Divisional support

• Facilitates the smooth operation of the procurement process by:

• Handling personnel matters.
• Distributing workload among junior staff.
• Reviewing memoranda and other correspondences.
• Providing support during audit reviews and implementation.
• Administering the P-Card program.

Others

• Other duties that may be assigned as reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor's degree in Business Administration, Accounting, Computer Science, Engineering, Law, or related fields; preferably with Master's Degree or equivalent
• Internationally recognized procurement certification (e.g., CIPS, CPM).

Relevant Experience And Other Requirements:

Work experience

• At least 8 years relevant experience in procurement and/or purchasing of goods and services.
• At least 4 years in a supervisory function.

Technical knowledge

• Suitability to undertake the responsibilities mentioned above at the required level.
• Outstanding knowledge and understanding of ADB's procurement policies and procedures, service contracts and SLAs.
• Knowledge and understanding of ADB's relevant software used in the procurement process and record management.
• Conversant in administering contracts covering wide range of commonly used or specialized items.
• Advanced knowledge of English language, both orally and in writing, and proven ability to draft contractual documents.
• Ability to handle sensitive information requiring confidentiality.

People, leadership and supervisory skills

• Strong planning and organizing skills to handle many tasks with deadlines.
• Ability to develop rapports internally and externally in a multicultural environment, showing leadership and expertise.
• Able to work collaboratively with teams as a constructive team member/leader.
• Ability to provide guidance to junior staff on designated areas of work.

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.
• Sets up and follows through on team priorities.

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 leads 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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